Group, Conference

6 months ago

Abingdon, United Kingdom Courtyard by Marriott Oxford South Full time

Opened in November 2018, located at Milton Park, South Oxfordshire. We are now looking for a great personality to join our sales team as **Group, Conference & Events Executive**. Courtyard by Marriott - Oxford South, only a short travel time from the historic heart of Oxford City Centre, has a modernity that led the local press to dub it the ‘Star Wars’ hotel for its innovative architectural design. On the doorstep to Milton Park business district, and Didcot Garden Town, we are less than 45 minutes to Central London. Do you have the passion for hospitality we are looking for?

**Group, Conference & Events Executive
- The Job Role**

Reporting into the Group, Conference and Events Manager and Director of Revenue & Sales (DORS), this is a key role within the Group, Conference & Events Department and will manage a full range of functions with the team. Supporting the Reservations and DORS when creating, developing and maintaining new business opportunities as well as existing client relationships, in order to make the Courtyard Oxford South the ‘leading’ hotel in its chosen market sector (accommodation, event, corporate and meetings).

Main Responsibilities and Duties:
Operations
- Manage the conversion of customer enquiries (Conferences, Meetings, Weddings, Guest request) into confirmed sales to develop future and repeat business contributing to the profitability of the hotel.
- Ensure all RFP’s and leads for all conference and events are submitted in communication with GCE Manager and other department heads as required thereby ensuring best rates are submitted and analysis of new business or rejected business.
- Be involved in the whole event management process, from initial meeting, planning, scheduling, menu choices, and room layout, liaise with departments as necessary to facilitate a smooth event process.
- Meet daily all organisers of each meeting (in the absence of the Business Concierge) to introduce them to the hotel, review H&S standards with all clients and introduce them to our conference feedback forms.
- On occasion attend familiarisation trips, road shows, trade shows and hotel show rounds with the GCE Manager, if requested and needed to support for conversion of business.
- To liaise and attend meetings and other company functions necessary to perform duties and aid business development, promoting a positive company image at all times.
- Attend weekly conference and events meetings chaired by the Hotel F&B operations Manager, ensuring that all departments are in attendance and any discussion points actioned; BEO’s produced and sent to all departments prior to the meeting; following the meeting ensure any agreed actions required from all departments are minuted and distributed to all departments.
- To welcome VIP’s when on duty and ensure that they are being looked after during their stay.
- Produce weekly and monthly reports for management on conference and sales activities and future pipeline; including enquiry, optional and denied business.
- Ensure that all PR, marketing collateral and corporate files are updated as necessary and in line with hotel objectives.
- Prepare correspondence to customers, internal booking reports and maintain client files.
- Complete competitor analysis and activity on a monthly basis or as required.
- Gather market intelligence and competitor data for ad hoc SWOT analyses.
- Produce all meetings / events and group contracts for accommodation/room bookings, ensuring contracts are to agreed format and signed duly by the hotel Sales Manager or as required.
- Ensure that all reservations are dealt with in line with the departmental standards.
- Ensure that revenues are maximised across the business following agreed accommodation rate strategy.
- Complete all duties on the daily checklists.
- Attend training sessions as requested.

Managing Customer Care
- To promote efficiency, courtesy and confidence within the department
- To ensure all customer requests are responded to promptly and effectively.
- To understand other department needs and the implications to your own, and promote and ensure good inter-departmental relations
- To actively seek written and verbal feedback from customers and act on feedback both positive and constructive, creating a compilation of customer feedback for review and action weekly and monthly or as required, communicated to the hotel management.
- Work closely with all areas of the hotel to ensure a co-ordinated approach to customers
- Pass on all guest complaints relating to the sales department to the hotel sales manager positively, within 48 hours of the complaint, and agree actions to implement improvements with operations teams.
- Promote good relations with regular guests, city council, local business community and the Police.
- Adhere to high standards of personal hygiene and dress according to company dress code
- To display a pleasant manner and positive attitude at all times and to promote a good company image to

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