Meetings & Events Executive

Meetings & Events Executive, Malmaison

Up to £11.50 including TRONC, 20 Hours

Fixed Term Contract

York

**Description**:To maximize Meetings & Events revenue performance, meeting room occupancy and achieve budgets. To handle and manage inbound enquiries, contract events business and ensure the smooth planning and implementation of events with appropriate documentation

**Base**:Malmaison York

**Key Objectives**
- To manage meeting, private event and wedding enquiries. If part of a cluster you must ensure business is negotiated for the hotel that is deemed to be most suited for that opportunity and in line with their business needs
- To drive occupancy and revenue from the meetings and events spaces within the hotel, in line with budget expectations
- To drive catering revenues in all areas within the hotel
- To work according to the SOPs within the brand, ensuring adoption of best practice
- Creation of clear event documentation and ensure the smooth running of events
- To support the Regional M&E Manager and/or M&E Manager with activities and needs, to optimise relationships and revenue production
- To support the conversion of group enquiries via the CSO
- To support the weekly M&E forecast by creating business blocks to the required standard and with accurate revenue forecasts for each block
- To achieve annual and quarterly KRAs, revenue targets and hotel budgets
- To develop and maintain the respect of guests, staff and management **Key Areas Of Responsibility**

**Finance**:

- To ensure the M&E operations meets and exceeds budgeted targets
- To ensure the postings of events are correctly allocated to the correct segment
- To ensure deposits and prepayments for events are collected in a timely manner
- To ensure that all post master accounts are settled prior to departure **Service & Product**:

- Handle all enquiries linked to meetings, private dining and weddings
- Liaising with customers prior to arrival to ensure all details are relevant and correct
- To ensure function sheets are created and details checked with the customer and amendments are made
- To attend the weekly operations meeting and update the hotel on the forthcoming weeks events
- To ensure that the meeting rooms are set-up to the guest requirements, taking into account equipment, room layout, food and beverage requirement, and health and safety
- To ensure all menus are current and loaded into Opera Sales and Catering to ensure content is accurate and relevant.
- To be a point of contact for M&E clients prior to and post event, to ensure satisfaction and support securing future business opportunities
- To maintain levels of service that consistently exceeds the expectations of our guests
- To ensure the ambience, cleanliness and styling of the department is maintained at all times
- To work to the standard operating procedures at all times in booking events through the S&C section of the PMS
- Ensure prompt turnaround in responses to client and adhere to timelines specified according to existing service level agreements specified at the time of enquiry
- To ensure that all calls and enquiries into the department are taken and processed in accordance with the company standards and call handling criteria
- To increase enquiries from clients, by asking for further opportunities during conversations, focusing on the cluster and estate wide
- Communicate details of requests with large revenue opportunities to the Cluster Meetings and Events Manager and agree follow up plans
- Maintain a high quality of data entry in the systems used, both manually and online
- Maintain a high level of product knowledge at all time
- Assist in any projects as/when required by the General Manager
- Performs all duties in a timely and effective manner in accordance with established company policies in order to achieve the objective of the position
- To undertake other reasonable duties that fall within the parameters of the role **People**:

- Develop close working relationships with all departments to ensure guest expectations are met
- To develop strong working relationships with guests within the hotel(s), in order to maximise sales opportunities and generate repeat business and new business across both brands
- To actively sell the hotel(s) through conducting site inspections and participating in PR events as required **Personal Responsibilities**:
**Self-management**:

- Sets high standards of performance in all areas
- Methodically plans and organises, using a systematic approach to get things done
- Manages time and resources effectively
- Prioritizes actions and manages tasks through to completion in a timely manner
- Actively seeks opportunities to develop and learn from experience **Communication & Leadership Skills**:

- Communicates openly and clearly both verbally and in writing
- Pitches information at the appropriate level
- Listens to the needs of others before contributing
- Raises conflicts and complaints to the Cluster Meetings and E