Job Description for Conference and Events Sales Manager

 

Job Description for Conference and Events Sales Manager

Position Title: Conference Sales Manager / Event Sales Manager

Reports To: Director of Sales / Sales Head

Position Summary:

Solicit Future conference business for hotels in assigned market areas. Maintain and exceed sales targets defined by the management. Also able to work under pressure, meet deadlines and achieve daily targets, whilst offering a very high level of Customer Service.

Additionally Work directly with key decisions makers from Corporate, negotiating rates and confirming their accommodation, meetings and events.

Conference Sales Manager Duties and Responsibilities:

• Receiving, handling and converting Meetings, Events and Group enquiries.
• Planning events in conjunction with the client.
• Presenting and Selling available and suitable banquet / event options to the highest possible standard.
• Contact Meeting Planner by mail, telephone, customer outings and site inspections.
• Arrange and carry out Hotel show rounds.
• Ensure the complete administration and execution of all planned events.
• Negotiate space, dates and rates to obtain booking goal while focusing on shoulder and off season business.
• Identify need periods and undertake comprehensive program of sales activity to secure new and adhoc business minimizing the impact of low activity periods.
• Assist in development and solicitation of Banquet and event package plans and aimed at conference business and encourage repeat business.
• Attend trade and travel shows of various market area for promoting hotels event business.
• Actively manage business bookings, record denials, make network referrals.
• Make commercial decisions to maximize MICE income on a daily basis.
• Continue professional development through educational offering made via industry trade groups and educational institutions.
• Encouraging repeat business through excellent customer service and inquiry handling.
• Build strong relationships with customers to fully understand their needs.
• Ensure online meeting partner websites are regularly updated and managed including photos, descriptions, and promotions.
• Each month review the next 6 months availability to highlight high or low demand dates and take steps to minimize the risk of any shortfall or overbooking.
• Ensuring all inquiries are recorded accurately in the Event Enquiry application (Opera S&M, Delphi, Protel Banquet, MICE software etc.).
• Bring in direct guests though online marketing and advertising.
• Helping the hotel to identify new avenues of business and bring in more banquet events to the hotel.
• Assist in the preparation and monitoring of sales, department and budgetary reports as and when required.
• Other duties and tasks assigned by the management within the job scope.

Prerequisites:

The ideal candidates should have a successful sales track record in direct sales and an ability to develop targeted prospect databases.

Education:

Bachelor Degree or Diploma in Hospitality or Sales and Marketing. Proficient in using CRM, MS office software applications including MS office, Excel, Power point etc.

Experience:

3 to 5 Years Experience in hotel sales or Banquet sales or event sales with proven track record.

 

Job Description For Banquet Marketing & Sales Coordinator in Hotels

POSITION TITLE: Banquet Sales Coordinator / Catering Coordinator

REPORTS TO: Director of Sales / F&B Manager / Banquet Manager / Director of Catering & Banquets

POSITION SUMMARY:

Responsible to meet, make introduction and ensure that all arrangement and requirements are gathered with the function host prior to function. Read and analyse Banquet event order (BEO) / Banquet Function Plan (FP) in order to gather guests requirements, determine proper set up, buffet, audio visuals, time line and also give attention to any special guest needs.

DUTIES AND RESPONSIBILITIES:

1. Establish and improve the reputation of the hotel by offering a very personalised style of service as per the hotels standard operating procedures.

2. Timely attend all the telephone calls using clear and professional language, and answer telephones using appropriate telephone etiquette.

3. Answer phone, direct to appropriate person and / or take messages. 

4. Assist with typing of the Banquet and Sales correspondence, i.e. answering mail, confirming banquet arrangements, menus, BEO, FP, memos etc.

5. Promptly respond to all inquiries.

6. Compose, publish and distribute Banquet event order (BEO) / Banquet Function Plan (FP) to all department heads and personnel who are involved in servicing banquets function.

7. Work with management and other heads of departments at all times and assist in carrying out special requirements and duties necessary in adding to the guests general comfort and well being.

8. Distribute promptly to all departments about notice of any change in the Banquet event order (BEO) / Banquet Function Plan (FP).

9. Prepare signage and menu items for all banquet events function.

10. Study requirements of all booked banquets and functions to familiarize and ascertain the possibility of selling additional facilities, to produce extra revenue.

11. Sending Banquet event proposals to the guests and being in timely contact with them.

12. Call customers to remind before for cut-off dates.

13. Develop and maintain positive working relationships with others, and support team to reach common goals. 

14. Ensure prompt responses for all enquiry through telephone, fax and emails. 

15. Ensure that all the administrative documents are prepared for the hotel sales team.

16. Act as a liaison between all related hotel departments and host of the function.

17. Ensure orders and requisitions for the Catering and Banquet departments are completed.

18. Responsible to attend periodic sales meetings and circulate minutes of the meetings and regular follow up's.

19. Respond and act upon any special requirement which function host had requested.

20. Maintaining the entire sales correspondence data base.

21. Maintain departmental reports and procedures.

22. Maintain all client information and folders.

23. Coordinate with Banquet operations on a timely basis to ensure complete customer satisfaction.

24. Updating DSR (Daily sales Report) and revenue projection on a daily bases.

25. Update Catering and Banquets calendar on the Sales and Catering software.

26. Perform all duties as deemed necessary for the success of the department.

PREREQUISITES:

A courteous, polite and well-spoken hotelier who is highly efficient and has excellent organizational skills and possess good team spirit. Should have a passion for providing the highest standards of service to the guests. Helpful and approachable to the guest and having the ability to promote hotel catering and events facilities and maximize sales opportunities at all times. 

EDUCATION:

Bachelor of Hotel Management or Degree in Hospitality/Tourism/Hotel Management, Marketing or equivalent. Proficient in Microsoft Office applications. Experience in Property Management Software's, Delphi Sales and Catering, Opera Sales and Catering an added advantage.

EXPERIENCE:

Minimum 1 to 2 years work experience as a Sales Coordinator or Banquet coordinator major hotel required. Possess excellent customer care and interpersonal skills. Excellent communication skills necessary.

Job Description for Banquet Event Coordinator

Position Title: Event Coordinator / Banquet Coordinator

Reports To: Banquet Manager / Sales Director

Position Summary:

As a Event Coordinator you are responsible to meet with group coordinator / event hosts prior to functions, make introductions, and ensure that all arrangements are agreeable. Read and analyse banquet event order in order to gather guest information, determine proper set up, specific guest needs, buffets, action stations, etc. 

Working closely with the banqueting team, he / she is responsible for the execution and delivery of all events, maximizing revenue, utilization of meeting space and working to achieve or exceed the defined budgeted revenues for banquet department.

Event Coordinator Duties and Responsibilities:

• Preparation of BEO- Banquet Event Orders and responsible to ensure they are issued and distributed in a timely fashion.
• Prepare all typed materials like proposals, contracts,change forms and all other inter-departmental forms accurately.
• Distribute Daily Events reports to ensure communication to all internal departments throughout hotel.
• Answer banquet and outdoor catering sales inquiries and routing them to appropriate sales manager for handling.
• Monitor all correspondence to ensure it meets with Hotel policy and procedures.
• Respond within 24 hours to any Group, checking space/rates in system and communicating to respective Manager for further follow up.
• Work closely with Banquet Manger to ensure all aspects of the event have been cost effective and serviced both clients and hotel needs.
• Tour, inspect and monitor banquet rooms and presentations.
• Respond to requests for proposals for small meetings / events including set-up, food and beverage needs, rooms and audio visual needs.
• Communicating client requirements in a timely and accurate manner to all internal departments as required, ensuring delivery of superior guest service. 
• Ensure accurate follow up and communication both internally and to the guest / client.
• Ensure that Opera Sales and Catering / Other Banqueting software are updated daily for all event space bookings.
• Ensure that all accounts are properly updated in the banqueting system.
• Ensure there are enough sales kits available for any customer visit.
• Ensure feedback received from host / guests are passed on to all departments.
• Ensure a positive working relationship between all departments.
• Able to generate various reports from Banqueting systems and excel to track group and event revenue etc.
• Arrange and manage familiarization / educational trips in line with business needs.
• Attending various trade shows and assigned sales trip with accurate follow up report.
• Follow-up with Sales Manager to obtain/confirm all event-related information in a timely manner.
• Maintain valid call objectives and relevant action plans for each key account/key prospect and ensure all follow up is done in timely manner.
• Maintain up-to-date activity and rate information for each account on the banqueting system.
• Maintains high standards of personal appearance and grooming, which include compliance with the dress code.
• Participate in daily business review meeting, sales meetings and management meetings.
• Any other job related to banqueting  assigned by the management.

Prerequisites:

Excellent communication skills necessary.

Knowledgeable at negotiating and sales.

Confident at presenting presentations.

Must be flexible to accommodate irregular or extended hours duties.

Education:

Degree or diploma in hotel management or Degree in Business administration. Advanced computer skills - Knowledge of Hotel software / PMS or Sales + Catering software.

Experience:

Minimum 1 to 2 years work experience as a Sales Coordinator or Banquet coordinator in a luxury or full service hotel required.

• Building relationships and networking
• Selling conferences and events over the phone
• Overseeing your staff training and welfare
• Controlling the use of rooms
• Always on the lookout to increase turnover