Wedding and Events Co-ordinator

About the Role

To co-ordinate all aspects of the meetings and events office function. Ensure all meetings and events enquiries are managed and maximised to full potential. Conduct site visits with relevant clients and attend trade shows/external exhibitions as required. Ensure follow-up activity with all enquiries to ensure next piece of business secured. Conduct telesales as and when required to secure new business.

The job incumbent should be active, proactive, and achieve results. All work is carried out in line with the hotel’s guidelines and business plan, and Titanic Hotel Belfast corporate guidelines and service concepts.

Key Responsibilities

• Assists in the development of wedding and events sales goals.

• Management of the meeting and events diary/software system.

• Ensures own function operates within cost restraints.

• Maintains effective correspondence.

• Meets budgeted sales and profit margins for business, by soliciting, selling, and confirming business as required.

• Prepares proposals that are geared to maximise profit while satisfying guest needs.

• Utilises the ‘Winning Edge’ sales techniques.

• Solicits files on a timely basis to confirm business.

• Conducts on-site client inspections.

• Contacts clients to foster additional business, repeat bookings, or referrals to other Harcourt Hotels.

• Coordinates activities related to booked business with other departments.

• Communicates with all departments in an effective and timely manner.

• Conducts competitor analysis on a regular basis.

• Communicates requests for special accommodations and suites.

• Pre-blocks all special requests or VIP accommodations accurately.

• Keeps Line Manager and Revenue Manager informed of accommodation booking status.

• Communicates with Front Office Manager all group VIP’s for appropriate treatment.

• Ensures all reservations are tracked correctly for statistical purposes.

• Follows up on commission and other fees paid to travel agencies etc.

• Liases with the Accounts Department regarding all matters of credit.

LAWS, REGULATIONS AND POLICIES

• Follows all applicable laws, and corporate standards and guidelines.

HEALTH AND SAFETY

• Ensures that all potential and real hazards are reported and reduced immediately.

• Fully understand the hotel’s fire, emergency, and bomb procedures.

• Ensures the safety of the people and property within the premises by applying hotel

regulations and adhering to existing laws and regulations.

• Anticipates possible and probable hazards and conditions and either corrects them or take

action to prevent them from happening.

• Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct.

GENERAL

• Maintains proper flow of information within the hotel by reviewing work file of assigned

accounts.

• Attends meetings and training required by the company.

• Assists colleagues to perform similar or related jobs when necessary.

• Ensures guest satisfaction by attending to their requests and enquiries courteously and efficiently.

• Accepts flexible work schedule necessary for uninterrupted service.

• Maintains own working area, and materials clean, tidy and in good shape; reports defective materials and equipment to appropriate person within the hotel.

• Continuously seeks to endeavour and improve the department’s efficient operation, and knowledge of own job function.

• Is well updated on, and possesses solid knowledge of the following:

– Hotel fire, bomb and emergency procedures.

– Hotel health and safety policies and procedures.

– Hotel facilities and nearby sights of interest and importance.

– Hotel standards of operation and departmental procedures.

– Current licensing relating to own department and to the hotel.

– Accepted methods of payment by the hotel.

– Hotel’s credit policy.

The successful applicant must have previous experience in a similar position preferably in hotel/hospitality related role.