Meeting and Events Coordinator

Overview of duties

Assist the Meetings & Events department to achieve maximum revenue and client relationships, through effective and efficient sales techniques and strategies, providing excellent customer service at all times to all customers. In this role, you will assist in planning and executing meetings, events, and conferences for up to 200 guests, from start to finish. You will work closely with our clients, agents, and team members to ensure seamless coordination and delivery of all aspects of the event. The role itself is a junior role; you will be looking after short leads bookings but will also be able to take larger events in charge after a few months in the company. You will be looking after bookings from A to Z, including small and large events.

Main responsibilities

• Respond to enquiries from agents/clients by phone and email within time limit and in a professional manner (24h).
• Practice efficient and effective yield management in line with guidelines and in consultation with the Meeting and Events Manager.
• Promote special offers where appropriate and maximise each and every sales opportunity.
• Prepare contracts and ensure maximum conversion of all business taken in the Pullman London St Pancras diary.
• Ensure all business is chased and departmental guidelines are followed.
• Ensure that all details are clearly communicated in a professional and timely manner.
• Conduct show-rounds for existing bookings and for new clients in a timely and professional manner.
• Conduct site inspections and requirements meetings with clients promoting the hotel to its best advantage at all times.
• Ensure client receives a detailed event order in advance of their event.
• Communicate this information in a timely and accurate way to all operational departments.
• Produce and distribute weekly sheets listing forthcoming events.
• Attend the pre-convention meeting as required.
• Greet client on arrival to the hotel at the start of their function and maintain a presence throughout the event.
• Receive feedback from the client during and after the event via the Client Questionnaire and post-event call.
• Resolve any client disputes and complaints in a professional manner and within guidelines issued.
• Feedback all comments relevant to Pullman London St Pancras personnel.
• Ensure accounting procedures are adhered to at all times – obtain prepayments, reconcile and check final invoices and send to the client within 48 hours of departure.
• Any account queries are to be dealt with within 48 hours.
• Achieve personal weekly target.
• Record all denied business from the Pullman London St Pancras ensuring business is referred to other Pullman/Accor properties.
• Maintain strong market awareness through competitor site inspections.
• Keep client files in order and up to date for quick reference.
• Attend and participate in all internal meetings.
• Attend any meeting or training sessions as required by management.
• Achieving individual weekly targets.

Reporting line

Reports to Meeting & Events Manager.

Education / Professional experience

At least 2 years' professional experience. Computer literate. Language: fluent in English and a 2nd language would be a plus.

Skills / Qualities

• Ensure all staff embody the same mind-set by developing each individual's sense of curiosity, open-mindedness, interpersonal skills and sense of initiative.
• Organisation and time management skills.
• Strong communication skills both written and verbal.
• Efficient in using Microsoft Office and systems.
• Administration and problem-solving skills.
• Ability to work to deadlines.
• Driven towards maximising sales and meeting departmental budgets.
• Understands and follows departmental SOPs.
• Strong team player.
• Professional and committed.
• Use of OPERA system and Delphi.

Additional Information

• Bonus Breaks: Enjoy two complimentary one or two night stays per year at other Accor properties across the UK.
• Pension Scheme: Secure your future with our contributory pension plan.
• Employee Benefit Card: Take advantage of discounted rates at Accor Hotels worldwide.
• Complimentary Meals: Free meals provided while on duty.
• Wellness Perks: Free access to the hotel gym.
• Employee Assistance Programme: Confidential support available 24/7.
• Annual Leave: Up to 33 days of annual leave per year (including public holidays).

Salary: £16.84 per hour (£34,151 per annum). The successful candidate must already have eligibility to work in the UK.