Conference & Banqueting Co-ordinator

Are you passionate about guests, food & beverage and love to work in a great team? We are looking for someone that has great attentional detail, is driven and loves to please our guests The role of our Conference & Banqueting Co-ordinator is to deliver increased revenue and sales at Orton Hall Hotel & Spa by following up enquiries and converting these to events at the hotel with the highest revenue possible and the highest level of guest satisfaction. You will aim to create loyalty by delivering efficient and effective approach to co-ordinating of all events and assist the Sales & Marketing Executive to drive the sales & marketing strategy for the hotel.

**BUSINESS RESPONSIBILITIES**

1. Establishing the individual needs of our customers in order to proactively sell to them and exceed their expectations

2. Follow-up any enquiries in a timely manner and chase any decisions in line with the departmental Standard Operating Procedures

3. Record any guest communication with the guest on Rezlynx to ensure communication within the Sales department

4. Ensure that any communication with guests is followed up efficiently/effectively and as personable as possible to achieve the most guest-focussed co-ordination as possible

5. Follow up contracts/business communication

6. Attend any communications meetings e.g. Operations, Head of Department, Morning meeting to ensure awareness of all business aspects and to ensure that all relevant departments are aware of all detailed event

7. Ensure that payments for events are taken in line with contractual requirements

8. Process any cancellation charges in line with contractual requirements to ensure maximum revenue capture

9. Make recommendations for digital content and submit weekly pictures/stories for social media

10. Assist in the co-ordination of sales and marketing activities to ensure that revenue targets are achieved

11. Feed back any guest comments back to the relevant departments to ensure that the product offering for the hotel is correctly positioned

12. Liaise with other departments to ensure the execution of events is planned, communicated and executed to promote the hotel

13. Take a proactive approach to generating new enquiries, following up leads and referrals and looking to generate prospects and appointments

14. Look after the client liaison through social media with regards to enquiries and aim for 100% conversion

15. Conduct show arounds to sell the hotel to all potential clients

16. Assist in the delivery of Sales Blitz activities, cold calls, conversion days, follow up sales leads etc. to further enquiries and convert sales

17. Be familiar of the competitor set and their offering

18. Assist and follow up the invoicing of events, corporate contracts or any other revenue activity

**RESPONSIBILITIES FOR STANDARDS/** **GUEST EXPERIENCE**

1. Be excellent all round communication skills, writing reports and making recommendations to clients and inquisitive, confident and assertive able to persuade and negotiate

2. Work independently and be self-motivated

3. Be rigorous and thorough with strong attention to detail

4. Have excellent organisational skills and be results oriented with the personal drive to succeed

5. Adhere to Standard Operating Procedures (SOPs) in the department

6. Constantly assist in the monitoring of the guest experience from initial enquiry to post-event stage to ensure that all steps are in place with guest and revenue focus in mind

7. Ensure that all operational departments are briefed on each event in fine detail and liaise with other departments on the preparation/feedback on events to ensure that maximum guest experience is achieved

8. Ensure that showaround standards are being delivered on each showaround

**HR/TEAM**

1. Communicate within the department to ensure effective co-ordination/liaison with guests

2. Develop relationships with all other departments to ensure that the highest possible guest experience is achieved

**ACCOUNTS & PURCHASING**

1. Be aware of financial targets and drive those

2. Ensure that all event billing is completed in line with accounts procedures as well as in line with contractual obligations and conducted in a timely manner

3. Exercise the correct daily cash-up/billing procedures to ensure that 100% accuracy is achieved; flag up any irregularities to the Sales & Marketing Executive or the Accounts department

4. Ensure that any commission is correctly processed

5. Raise Purchase orders for any departmental needs and follow the approval procedure

6. Ensure that all products are correctly sold to achieve targets GPs without comprising guest experience

7. Ensure up-selling is exercised at all times to achieve the highest possible RevPAR is achieved in the hotel

8. Process of all BACS activities correctly and in a timely manner ensuring that no open bills/exist

**Health and Safety/COMPLIANCE**

1. Ensure that all legally and hotel procedure required documentation is obtained