Meetings, Events

**Meetings, Events & Groups Co-ordinator**

**Scope and General Purpose of Job**:
**Main Responsibilities**:
Accurate administration and control of all Meetings, Events, Weddings & Group accommodation bookings for the hotel.

Takes enquiries for Meeting, Events, Weddings & Groups and converts them into sales.

Actively seeks when available, to interact with existing, potential, and new clients by show rounds and participation in fam trips.

To adhere to the policy regarding the enquiry handling and issuing and return of contracts.

Ensure our guests receive a first class, individual service.

To ensure that all Meetings, Events, Weddings & Groups files are kept updated.

To maintain good diary management to maximize on all sales opportunities.

To maintain all statistics and denials in line with procedure.

To ensure that all final details, payments, and requests are co-ordinated and finalised prior to events taking place. Carries responsibility of group reservations creates reservations, keeps updated with rooming lists, handles credit facilities together with accounts department when invoicing requested, and liaises with client representative during the event.

Adhere to all company credit policies to ensure that all revenue expected will be received.

Maximise room hire potential throughout the year through a targeted seasonal approach.

To work with online sites to maximise revenue opportunity.

To identify new business leads which can be passed on to the Sales Manager.

Ensure a high level of product knowledge of this hotel and of competitor set activities.

Develop with Sales Manager and Revenue Co-ordinator a demand calendar for conference and events.

Maintain databases and send out regular mail shots.

To communicate to the Events Manager any information that may impact the profitability.

Ensures compliance with specifications of meetings and events orders by working closely with Reservations and Food and Beverage.

Assist the Events Manager to provide accurate weekly & monthly forecast reports.

Ensures that daily revenue postings are accurately completed.

Check conference rooms are set up in line with the function sheet prior to the organiser arriving liaise with conference porter throughout the day.

Reviews and documents guest specifications and suggests alternatives as appropriate.

Follows-up with guests to determine satisfaction; measures results and establishes strategies to improve the quality of the guest experience.

Monitors present and future trends, practices and systems to ensure that operations are competitive in the marketplace.

To perform a ‘Meet & Greet’ function with meeting & event planners to go through the event and successfully build relationships with regular & new clients.

To monitor and chase any no show/cancellation documentation relating to the Groups & Events.

To communicate and distribute the daily change logs and daily sheets.

To ensure that changes made on the day are communicated to the Hotel Team and the kitchen in a timely manner to ensure customer satisfaction.

To meet individual targets as set out by the Events Manager.

**The Person**

The main requirements for the **Meeting & Events & Groups Coordinator** role are:
An excellent team player with strong communication skills, you will have a passion for delivering a great customer experience.

Previous experience in a similar environment is an advantage

Opera software experience is an advantage

A positive and vibrant individual who is passionate about hospitality and great guest service

Must be flexible with working hours which may from time to time include weekends / evenings.

**Job Types**: Full-time, Permanent

**Salary**: £20,500.00-£22,000.00 per year

**Benefits**:

- Company pension
- Discounted or free food
- Employee discount
- On-site parking

Schedule:

- 8 hour shift

Supplemental pay types:

- Bonus scheme
- Loyalty bonus
- Performance bonus

**Experience**:

- Event Management: 1 year (required)