Assistant Meeting Services Manager

This position is responsible for planning, organizing and coordinating all the logistics involved, ensuring the functions and guest rooms for assigned meeting and groups files in accordance with hotel policies and quality standards to ensure customer satisfaction, maximize profitability and generate return business.

Duties and Responsibilities:

• Understand and respond to all guest needs and requests in a timely and professional manner.
• After the business contract is signed and first deposit collected by the Room Sales Manager, ensure proper handover according to the handover checklist by the Room Sales Manager.
• Act as a liaison between hotel and meeting planner to ensure a successful event. This includes obtaining rooming lists and working with One Connect Manager/Groups- Front office, overseeing group room blocks, establishing billing, welcoming VIPs, coordinating with Operations for amenity or special room or event requests.
• Responsible for liaising with Catering buddies ensuring handover is done according to the handover checklist on F&B event’s details so that the respective Catering buddies can create and execute accurate Banquet Event Orders (BEO) including detailed information on the agenda, menu items, room set up, billing arrangements etc. in a timely order basis supporting for on-site on day event logistics.
• Work closely with Catering & Events team in coordinating with outside vendors if needed or any special requests arise before proper Event handover to Catering to do the BEO.
• Any costing or charges for special requests must seek advice/approval by the Director of Catering & Events/Catering & Events buddies (AV needs, booth set up, special dietary etc.) and enforce the contract.
• Write group resumes for each group giving the hotel’s departments an overview and schedule of the conference and its objective, details of the meeting agenda, AV requirements, VIPs, billing arrangements and amenity requests.
• Plan group’s food and beverage events, including assistance with menu and wine selection, decorations, entertainment and audio-visual equipment needs working closely with Catering and Events team.
• Meet the client upon arrival and conduct pre-conference review, including the introduction of Department Heads, overview of events, and guest arrival details.
• Communicate last minute changes in group functions to hotel staff, and ensure accurate and satisfactory follow up.
• Conduct post-conference review with clients including the presentation of banquet checks when applicable.
• Review all bills that are sent to the client, ensuring they are accurate and timely in order to maximize return business.
• Compile any cancellation/attrition charges for the group.
• Send thank you notes and meeting critiques (Trustyou MICE) with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines.
• Attend daily, weekly and monthly meetings as directed.
• Manage and maintain client information and reports accurately.
• Keep records of sales targets and actual figures, compiling them into reports for the Director of Catering Sales and Director of Sales.
• Maintain the professional standards of the hotel and participate in special projects as required.
• Assist with site inspections at the hotel level.
• Gain excellent knowledge of the hotel facilities and services with PPHG and apply that knowledge in selling against competitors.
• Create excellent internal & external client relationships through attention to details; prompt follow up and empathy for customer perceptions and needs whilst maintaining professionalism.
• Support and uphold the Hotel’s mission, vision and guiding principles.
• All other reasonable requests that are made by the leadership of the Department and Hotel.