Meetings & Events Co-ordinator

Meetings & Events Co-ordinator

Weybridge, Surrey

£19,000 per Annum

Hours of work: Tuesday to Saturday - Sunday wedding fayres (Once a Year). Additional hours may be required in accordance with the demands of the business.

Our client is currently on a drive to set the standards of excellence in the luxury sector of the hotel industry, one of Surrey’s most dynamic and successful industries. Every Guest is unique and their team strives to create individual moments of service excellence for their business and leisure travelers.

Purpose of Meetings & Events Co-ordinator: To support the M&E Manager in the smooth running of the conference and events department to generate revenue for all areas of the business.

Accountability

Responsibility for conference bookings and liaising with operations to provide them with the information required to ensure they run an efficient function.

Meetings & Events Co-ordinator - Main Responsibilities:

Maximise usage of conference rooms and accommodation to ensure optimum revenue is generated.

Ensure accuracy of information received and transmitted within the department.

Specific Responsibilities

• Knowledge of the hotel as a whole, with specific reference to conference room capabilities, layouts and usage
• Produce functions contracts for all confirmed booking
• Knowledge of pricing policy and credit terms within the unit
• Communicating with accounts on a regular basis and ensure payment policies are adhered to
• Taking of conference and banqueting bookings and the processing of such bookings using the systems available
• Follow up of conference and banqueting bookings to ensure unconfirmed reservations are not held beyond fourteen days
• Communication with clients both verbal and in writing regarding all aspects of conference and banqueting as discussed
• Ensure details of conference and banqueting are available for distribution to relevant departments in time for them to make appropriate arrangements
• Distribution of specific details relating to conference and banqueting functions on a weekly and daily basis
• Liaison between departments specifically related to the conference and banqueting department whether in verbal or written form
• To partake in appoints specifically related to conference and banqueting which may be prearranged or on a walk in basis
• Assist in the meeting and greeting of conference and banqueting organizers as instructed
• Co-ordinate and assist Sales & Marketing department in sales leads/follow ups/enquiries
• Ensure that correspondence is up to date in relation to conference and banqueting reservations
• Assist in the liaison with clients during their time at the hotel in conjunction with the Duty Manager
• Recognise the need for the distribution of information to allow departments within the unit to perform
• Ensure booking of bedrooms in relation to conferences is accurate and correct verbal/written information is available to reception office
• Partake in sales & marketing activities when and where necessary
• Any other related tasks

Personal Specification

Essential

• Excellent organisation skills
• Ability to work under pressure and to tight deadlines
• A ‘people person’ with excellent interpersonal skills
• Positive ‘can do’ attitude
• Ability to work effectively as part of a team
• Good computer skills (Microsoft office)

Desirable

• Knowledge of Opera booking system