Job Description:
Purpose: To coordinate the selling, pricing and
planning of hotel rooms, meetings and banquets. Events may include
parties, banquets, receptions, conferences, luncheon/dinner meetings,
hotel packages, restaurant specials and programs, etc.
Essential Functions:
¨ Sell and coordinate event space and hotel rooms, with the ability
to cross-sell departments and properties.
¨ Develop proposals for all guest inquiries, prepare contracts, group
resumes, and detail all BEOs for room blocks, and/or all other forms
of sales events.
¨ Focus on SMERF events and proposals
¨ Produce sales and catering reports weekly for the GM and HCH
corporate to review.
¨ Presents rates and packages for approval.
¨ Efficiently respond to any online or telephone queries in a calm,
friendly and professional manner.
¨ Produce reports on progress within the department and outline any
strategies developed to improve.
¨ Keen attention to detail when composing, typing and reviewing
materials, and the ability to handle multiple tasks simultaneously and efficiently.
¨ Maintain well-organized event and deposit records.
¨ Ensure that deposits schedule is in the hotel software and invoice
the client as scheduled.
¨ Produce contracts and work closely with S&M Director to ensure
client signatures and deposits.
¨ Assist clients with vendor recommendations and any planning they need.
¨ Design floor plans and timing logistics of events.
¨ Attend BEO meetings with staff and culinary partners to outline
upcoming events.
¨ Assist with execution of event on day-of, including logistical set
up, supervision of event and staff.
¨ Oversee the dismantling and removal of the event and clearing the
venue efficiently.
¨ Create post-event evaluations, including meeting notes and updates
to Director of Sales and Marketing. Complete Captains reports as
necessary.
¨ Solicit room/party/banquet/event catering business as directed by
S&M Director. Calls on past and prospective customers to solicit bookings.
¨ Prepare arrangements with customers for functions that are booked
in person, via telephone, or by correspondence.
¨ Obtains all pertinent information concerning the event, such as
size of party, menu and schedule of event. Develop detailed Banquet
Event Orders according to client requests. Assist operations managers
in successfully executing BEO details.
¨ Assists S&M Director in developing contracts with all specified
event details concerning upcoming engagements and obtaining signatures
on those contracts within respective time.
¨ Meets with operational managers and supervisors regularly to plan
and coordinate efforts for scheduled functions to ensure the efficient
execution of the event, and that it adheres to customer guidelines.
Attend BEO Meetings weekly.
¨ Develops aggressive long- and short-range sales objectives and
promotional programs based on past sales projections and accomplishments.
¨ Leads efforts in developing social media copy and other written
materials/signage about available food/beverage services and hotel
facilities for public accommodation.
¨ Assists in the development of marketing strategies and implements
promotional campaigns to maximize sales potential and increase business.
¨ Serves as point of contact for new event planning.
¨ Organizes parties/events as required. In this capacity, incumbent
will coordinate and direct the execution of party floor functions to
ensure customer specification/expectations are adhered to and that the
function runs smoothly and efficiently based on knowledge of quality
food production and service requirements.
¨ Provide written information to customers pertaining to such things
as layout of seating plans, menu, pricing, and final contracts in the
bidding process.
¨ Flexibility to step into whatever role is needed at the time in
order to deliver exceptional customer service. This may include taking
on job responsibilities outside of this job description and may
require assisting other departments in their regular functions.
¨ Understand, adhere to, and enforce all HCH SOPs, Hotel Policies,
and Sales and Catering procedures.
¨ Take initiative as shown by doing assigned tasks without prompting
and developing new sales ideas and programs.
¨ Cooperate with others in completing assigned tasks in a teamwork fashion.
¨ Adapt to working in a fast-paced and crowded environment during
party execution.
