JOB SUMMARY

To perform an integral role in assisting the assigned Event Manager with the coordination of allocated events and to support a seamless handover from the Event Management Team to Operations.

To prepare documentation to the satisfaction of the customer and assist in coordinating all event details. Tasks also include processing paperwork and correspondence directly with nominated external suppliers and internal hotel departments.

CANDIDATE PROFILE

Experience and Education

• Previous experience working in event operations is preferred.
• Previous experience working in a sales or events office is preferred.
• A good level of English is essential.

Skills and Knowledge

• Strong verbal, listening and written communication skills.
• Personable, with strong interpersonal skills.
• Essential administrative and computer skills.
• A highly organised and efficient approach.
• Adaptability and flexibility.
• Ability to maintain a high level of integrity.
• Technical acumen, including event planning and an operational working knowledge of standards and procedures for meeting room set-ups, table configurations, staging and related requirements.

SPECIFIC DUTIES

The following responsibilities and contributions are critical to the successful performance of the position:

• Assist the assigned Event Manager in communicating event details accurately to all hotel departments to ensure high levels of service are achieved.
• Coordinate and communicate verbally and in writing with customers to ensure accurate event details are obtained in a timely manner.
• Assist in coordinating details received from the on-property Sales Team to ensure accurate liaison with the Operations Team, relevant hotel support departments and the customer throughout the event process, including pre-event, the event day and post-event.
• Distribute signed contracts to relevant departments and update Opera with all revenue and event space updates.
• Create a working document for each group and ensure all necessary correspondence is filed.
• Ensure all known arrival and departure schedules are communicated to Front Office, Guest Relations, Concierge and Luggage Porters for in-house groups.
• Ensure follow-up correspondence is completed, including deposits, chases and necessary updates within Opera.
• Prepare an introductory letter for the client, including deposit pro forma invoices and a credit application form.
• Assist with customer site inspections during the sales phase in the absence of the allocated Event Manager.
• Deal with guest enquiries by telephone when necessary and make appointments for clients to meet with the Event Manager, avoiding busy periods and considering the Event Manager’s diary and functions.
• Welcome guests arriving for appointments in the hotel lobby and offer appropriate refreshments if the Event Manager is delayed.
• Advise Guest Relations of all VIPs, special requests and routing instructions for bedroom bookings associated with events.
• Ensure changes to room blocks are reflected in both Marsha and Opera by advising the Groups Coordinator.
• Communicate relevant information to the Operations Team.
• Assist with preparing forecasts and other information required to support the Revenue Management function.
• Accurately type day-to-day departmental letters, function sheets, menus, emails, memos and other materials in accordance with departmental standards.
• Ensure all correspondence leaving the office is correct and contains no grammatical errors.
• Assist with client pre-event meetings by ensuring an agenda is prepared and all relevant team members are invited and provided with the required information.
• Answer the telephone in a friendly, efficient and confident manner within three rings.
• Provide accurate and concise information and manage enquiries in accordance with office procedures.
• Maintain an efficient filing system, keeping documents organised and easily accessible in accordance with office standards.
• Prepare function sheets with the appropriate supporting purchase order requests to ensure items required for the relevant date are ordered and billed according to departmental policies and procedures.
• Prepare licence extensions on behalf of the Event Manager by ensuring all relevant information is provided to the client within the required timeframes, where applicable.
• Prepare all event function sheets with complete details by midday each Friday for distribution to the Operations Team.
• Update the master board and check all internal and external requirements listed on event function sheets for the event day, including:
  • Final numbers
  • Accommodation
  • Security bookings
  • Table linen
  • Glassware
  • Table plans
  • Seating lists
  • Other relevant requirements
• Accurately record all client telephone calls, including messages for other members of the Event Management Team.
• Reserve menu-tasting bookings on the appropriate schedule.
• Ensure menu and wine details are received at least three days before the agreed menu-tasting date.
• Ensure awareness of all client attendees, together with a brief regarding the event and the reason it is being hosted.
• Liaise with event organisers throughout their event and update the Operations Team regarding any last-minute changes, where applicable.
• Communicate all relevant positive and negative feedback to the individuals concerned and copy the Director of Event Management where appropriate.
• Assist the Event Manager with billing following the event.
• Promote awareness of the brand image internally and externally.