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Meetings & Events Executive

4 months ago

Edinburgh, United Kingdom MHDV Full time

Meetings & Events Executive, Brand

Rate of Pay / Hours Type of ContractLocation

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

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 to a high level including telephone calls, RFP via third party sites, direct emails and leads from brand.com Handle all enquiries linked to meetings, private dining and weddings Manage and handle enquires via third party sites and keeping profiles up to date including but not limited to, Venue Directory, C-Vent, ABC.com, Starcite, Tag Venues etc 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 Events Manager

Problem Solving & Decision Making:

Seeks innovative solutions Makes conscious decisions to go for action Accepts personal responsibility to make things happen Constantly reviews in order to improve

Pro-activity:

Acts on own initiative where appropriate Discusses calculated risks with others in the hope to achieve results Thinks ahead, developing contingency plans where necessary Has the drive and determination to improve Contributes and is effective when working with team members and peers alike

Influencing Skills:

Expresses confidence in own ideas Gains commitment to action from a range of people through the internal network

Flexibility:

Acts quickly and positively to new situations Can handle more than one task at a time

Commercial Awareness:

Understand core commercial aspects relating to both brands Keeps up to date with industry developments locally Understands and carries out key commercial messages which are issued

General Responsibilities:

To adhere to all the policies and procedures within our staff handbook PERFECT10N To attend meetings and training as required, to include travel away from home and overnight stays as necessary To evaluate your performance on a regular basis in order to recognise challenges for the future and adapt priorities accordingly To provide performance data and reports in a timely and accurate manner To maintain reports and systems with current information, cleansing for errors, duplicates and ensure records are kept up to date To perform all duties in a timely, professional and efficient manner in accordance with established company policies To do all within your power to achieve the overall objectives of this position, the hotel(s) and the company To undertake any reasonable requests made of you by the company, including flexibility in hours, location and responsibilities To develop and maintain favourable working relationships with all employees, to foster and promote a co-operative and harmonious working environment, which will be conducive to maximum employee morale, productivity, efficiency and effectiveness Project a professional image, reflective of our brands. Act as an ambassador to promote both Malmaison and Hotel du Vin as market leaders, growing our recognition and reputation

Security, Health & Safety:

Ensure all Health & Safety Regulations are adhered to, to safeguard all of our guests and employees Take corrective action where required to improve safety of work areas Ensure that all potential and real hazards are removed Fully understand the fire, emergency and bomb procedures in your place(s) of work Work in a safe manner that does not harm or injure yourself or others Ensure that the highest standards of personal hygiene, dress, appearance, body language and conduct are maintained at all times Maintain your own working area and materials remain clean, tidy and in good shape; reporting any defective materials and equipment to the appropriate person within the company in a timely manner