Sales & Event Coordinator

3 months ago

Southampton, United Kingdom Southampton Harbour Hotel Full time

**Who we are**

Harbour Hotels are a collection of prestigious hotels nestled in some of the most beautiful locations across the South. Our luxury portfolio spans sensational coastal, country and city properties with a variety of exciting restaurant concepts and our unique HarSPA brand across many of our sites. In 2018, Harbour Hotels was named AA Hotel Group of the Year making it an exceptionally exciting time to join our ever growing hotel brand.

**The role**

**DUTIES AND KEY RESPONSIBILITIES**
- To optimise sales of the hotel’s facilities and services to prospective clients for private and corporate events
- To have a full understanding of the hotel as a product in terms of sales & marketing and promote this to its utmost potential at any given opportunity, including promotions, exhibitions and special events
- Prepare exciting and detailed event proposals to match client’s requirements and demonstrate product and service
- Convert enquiries to confirmed event business
- Proactively follow up with clients to maximise conversion
- Take the opportunity to upsell and increase revenue whenever possible
- Prepare accurate and detailed contracts and invoices
- Execute show rounds and client appointments and follow up as necessary
- Record and report all enquiries, viewings, appointments, and follow up from client meetings
- Set up new client records on file and update as appropriate
- Receive and record payments made and liaise with the finance team as necessary
- Check and request payment of agency commission invoices and update internal documents to record
- Ensure cancelled bookings are cleared from the diary and system promptly to ensure that accurate availability is shown at all times
- Ensure that all standard procedures are carried out within the booking process and that the process runs in a smooth and efficient manner to ensure accurate information and guest satisfaction
- Ensure that that all group accommodation bookings and events are successful and exceed guest expectations
- To supervise certain events, including evenings and weekends to ensure the smooth running of these events
- To meet and greet clients on an event day and be available for any scenario
- Work with clients and customers to plan and execute their event requirements to a 5* standard
- Take ownership of event bookings; work with operations team to ensure the event is delivered in line with the client’s expectations and requirements
- Produce quality and detailed function sheets on a weekly basis
- Ensure up to date and amended event information is communicated and shared with all internal departments
- Build a client base of repeat and regular clients to ensure of continued business
- Follow up with clients post event to obtain feedback and settle any outstanding payments and invoices
- Liaise with and build a network of local suppliers to ensure offering of options and variety to clients for any additional event needs
- Attend internal meetings as and when required
- Effectively contribute to the efficient planning and implementation of the hotel’s wedding Sales & Marketing activities, such as, but not limited to open days, supplier fairs, attendance at wedding shows, and PR activities
- Daily office administrative tasks
- Ad hoc duties as required by the business

**ADDITIONAL RESPONSIBILITIES**
- Exceed the customer’s expectation on every occasion ensuring that Harbour Hotels become the preferred venues for our new, existing and past customers and agents
- Work with-in budgets to achieve targets /ask to review if necessary
- Ensure that all work station equipment is maintained and that any faults are reported immediately to the maintenance department using the standard procedure
- Adhere to the Data Protection Act 1998 - which outlined the regulation of the processing of information to individuals, including the obtaining, holding, use or disclosure of such information.
- Balance and prioritise multiple activities with demanding timescales

**CONCLUSION**

This job description is intended to convey information essential to understand the scope of the job and the general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of duties and responsibilities associated with the position.
**What’s in it for you.**

At Harbour Hotels we are committed to providing exceptional hospitality whilst creating a vibrant enjoyable working environment for all of our team. Here are just some of the benefits you will receive upon joining the crew:

- Excellent progression opportunities within the Harbour Hotels Group
- Individual and bespoke career and progression pathways
- Competitive salary across all roles
- Unique on the job training and development with an opportunity for internal promotions within any of our properties.
- Hotel stay and Food and Beverage discounts across the Harbour Hotels Group
- Access to an exciting benefits and discount platform
- E

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