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Conference Sales Coordinator

2 months ago

Lutterworth, United Kingdom Kilworth House Hotel and Theatre Full time

Maternity Cover Position (9 Months)

Full Time

Monday to Friday

30 - 40 hours per week - negotiable for the right person


Main Responsibilities:

  • To be responsible for all administrative details involved in conferences and private events. This includes confirmation, cancellations, amendments and contracting
  • To produce daily and weekly function sheets, daily menus and place cards as required
  • To liaise with the Conference and Banqueting Manager, Chef and Restaurant Manager on a regular basis and at weekly meetings to ensure familiarisation with all details of conferences and private events.
  • To arrange and carry out show rounds for potential guests promoting all facilities at Kilworth House Hotel and Theatre in conjunction with other members of the Sales Team
  • To attend and promote Kilworth House Hotel and Theatre at any external exhibitions as required.
  • To identify new users of Kilworth House Hotel and Theatre and liaise with the Sales Team to convert to "regular" guests.
  • To liaise with Room Reservations for any residential enquiries
  • To follow up event by telephone in the first instance to monitor satisfaction and obtain re-booking.
  • To understand the needs and expectations of each individual client by building a friendly and respectful working relationship
  • Account Management
  • To assist in the preparation of budgets
  • To generate new business for the hotel and Theatre by being aware of selling all services.
  • To actively seek all sales and revenue opportunities both internal and external to increase the profile of the hotel and Theatre.
  • To ensure that billing and credit agreements are managed and controlled
  • To maximise all upselling and cross selling opportunities
  • To produce a weekly and monthly business report
  • To produce a monthly competitor rate report
  • To perform all day-to-day routine operations, ensuring all enquiries and bookings are processed accurately and efficiently
  • Ensure that all telephone calls and written correspondence are carried out and actioned in an accurate and timely manner, in accordance with the departmental standards
  • To maintain complete, accurate and up-to-date filing of all correspondence
  • To accurately input all electronic bookings on the day of booking
  • To ensure all bookings are guaranteed and secured with the appropriate backup minimising non-arrivals.
  • To assist in any Show Rounds and entertainment of company clients as requested 
  • To attend business exhibitions as required
  • To maintain the highest standards of courtesy, efficiency and appearance to both guests and colleagues
  • Actively and successfully manage the sales process from lead generation to close
  • Possess drive, motivation and acute attention to detail in ensuring all sales opportunities to Kilworth House Hotel and Theatre are captured and explored
  • Create and be accountable for all client proposals, contracts and any further documentation
  • Understanding of client’s objectives

People:

  • To be creative in your selling style to match the profile of the guest.
  • To maintain effective working relationships with clients and identify their needs
  • To provide training and development for colleagues and staff of Kilworth House as requested
  • To develop a close working relationship with all departments, colleagues, and managers to ensure guest expectations are met.
  • To network through attending events and seeking to represent Kilworth House Hotel and Theatre. Your professional manner and polished appearance will aid your intention of gaining new business leads and contacts.
  • To develop strong working relationships with all clients to maximise sales opportunities and generate business for the future.
  • To be acutely aware of press and public relations.
  • To actively liaise with all departments, ensuring the integrity of Kilworth House Hotel and Theatre.

Service and Product:

  • To manage all conference and private event enquiries and communicate all requests to the relevant departments concerned.
  • To ensure knowledge of product, client relationships and services is maintained and communicated to all relevant personnel.
  • To evaluate sales performance and product on a regular basis in order to recognise challenges for the future.
  • To ensure effective daily communication with other Sales personnel, Reservations, Reception, Housekeeping, Food and Beverage and Kitchen.
  • Ensuring Kilworth House Hotel remains proactive and responsive to prospective clients.

General:

  • To ensure all Statutory Regulations are adhered to.
  • To undertake any reasonable requests made of you by Kilworth House Hotel and Theatre including flexibility in hours, location and responsibilities.
  • Be willing to help other departments of the hotel wherever possible and to understand the flexibility required when business levels peak and trough, to deliver the best possible service.
  • To comply with all policies and procedures as written in the staff handbook.
  • To ensure that you are trained to up hold the conditions of the Health and Safety Policy.
  • To attend training and development as and when required and requested
  • Demonstrates a willingness to adapt their approach where necessary
  • Actively puts forward practical ideas to generate business for the department and the hotel and encourages others to do so
  • Engages with guests and team members in a warm and friendly manner
  • You will have access to highly confidential information. Under no circumstances may any confidential information be relayed to a 3rd party.

Core Skills:

  • To be computer literate and to possess sound knowledge of Opera, Word and Excel.
  • To be confident working with rates and be aware of rate negotiation parameters
  • To represent Kilworth House Hotel and Theatre in a professional manner, verbally, in correspondence and face to face when required and requested