Main Duties

• Develop accounts (new and existing) by mapping specific business and buying tendencies. Include group profile for each meeting; maintain organized and professional plan for correspondence and follow up.

• Perform daily telephone solicitations to new and existing accounts/customers to achieve target individual and hotel goals.

• Promote meeting space and wedding packages to corporate markets and social planners providing presentations and personal sales calls.

• Create and execute direct sales plans specific to business verticals.

• Promote local awareness through maintaining relationships with CVBs and tourism authorities. Maintain relationships with peers at local hotels/resorts.

• Conduct tours of property to meeting planners and other potential customers while informing clients of all hotel services available; entertain customers on property, during site inspections, and program operation when appropriate.

• Work closely with conference services through execution of definite program; keep Director of Meeting and Events and Planning Committee promptly and fully informed of all problems or unusual matter so prompt corrective action can be taken where appropriate. Handles all guest and employee complaints and inquiries in a courteous and efficient manner.

• Excellent knowledge of Delphi account management system to achieve FS minimum Delphi standards, while utilizing Delphi as an account/organizational tool; have a working knowledge of local and regional competition.

• Conduct all sales related interactions with the highest level of professionalism while maintaining specified Swire Hotels standards.

• Assist with all guest inquiries within the sales and marketing department, including assisting with high telephone volume and walk-in site inspections.

• Assist operations team in “crunch” situations.

• Provides excellent service to external and internal customers at all times. Maintains positive guest and colleague interactions with good working relationships.

Operational

• Qualifies and answers initial enquiry with a written response within 24 hours.

• Traces enquiry forms with a follow up call, following departmental standards.

• Conducts site inspection of the facility.

• Generates Proposals, Contracts, Banquet Event Orders, Function Room Diagrams

• Receives signed contract and deposit payment. Passing on confirmation of payment and details to Finance department. Receives estimated pre-payment for event prior to event’s day and method of payment for additional charges.

• Utilizes Delphi system for accurate blocking of events, groups, traces, and generation of BEOS.

• Obtains guarantees for food and beverage functions.

• Obtains all information required to prepare Group Resumes, if applicable.

• Checks Delphi Daily and Weekly reports.

• Obtains necessary approvals/permits/insurance certificates for functions.

• Organizes and attends tasting, passing on relevant information to the culinary team.

• Attends daily BEO meeting, when discussing assigned social events.

• Communicates all event information/changes to existing information to appropriate hotel colleagues in an accurate and timely manner.

• Entertains clients, as appropriate.

• Maintains an active trace system for all events.

• Visits all primary and secondary competition.

• Remains available to hotel colleagues while on property the day of the event.

• Audits banquet checks for events.

• Contracts business with approved vendors, as appropriate.

• Approves payment and provides backup for contracted vendor business.

• Coordinates all aspects of social catering to include but not limited to:

Food and beverage requirements

Timing of events

Audio visual requirements

Special attention guests

Room type allocation

Rooming list when appropriate

Amenities

Function room setup

Transportation to and from venue (home to church/temple)

Special meal requests

Complimentary rooms

Billing instructions

Room deliveries

Power requirements

Security requirements

Entertainment

Leisure activities

Décor (to include floral/linens) requirements

• Refers business to approved suppliers of service/products, as necessary.

• Performs additional duties as assigned by Director of department to include but not limited to:

Chairs daily BEO meeting.

Chairs daily departmental meeting.

Attends weekly department head meeting.

Inputs into updated banquet menus, as appropriate.

• Coordinates all aspects of “One Day Meetings”, business luncheons, cocktail receptions and professional dinner presentations including:

Answering inquiry calls

Replying to RFP’s

Actively soliciting potential clients via telephone

• Confirming function space availability and quoting associated room rental fees

• Verifying that there are no conflicts with existing clients who may be industry competitors

• Blocking function space in Delphi

• Generating and Executing Contracts

• Securing Deposits and Final Method of Payment

• Coordinating all logistical aspects of event as outlined.

• Ensuring the success of events so clients become repeat customers.

Other Duties

• Attends and contributes to all training sessions and meetings as required.

• Exercises responsible behavior at all times and positively representing the hotel team and Swire Hotels.

• Maintains strong, professional relationship with relevant representatives from competitor hotels, business partners and other organizations.

• Reads the hotel's Employee Handbook and have an understanding of and adheres to the hotel's rules and regulations and in particular, the policies and procedures relating to computer resources, fire, hygiene, health and safety.

• Ensures high standards of personal presentation and grooming.

• Responds to changes within Guest Experience, as dictated by the industry, company and hotel.

• Carries out any other reasonable duties and responsibilities as assigned.

Education and Experience

• College education required or equivalent experience.

• One to three years of experience in a hotel in sales capacity.

• Strong communications (telephone and in person).

• Strong writing and oral presentation skills

• Requires knowledge of and ability to operate computer equipment

• Basic knowledge of hotel operations

Skills, Qualifications and Experience Requirements

• Reading, writing and oral proficiency in the English language.
• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
• Must be a self-motivator and motivator of others.
• Must work in a safe, prudent and organized manner.
• Must have mathematical skills, computer software aptitude and some hotel operation knowledge. Knowledge of specific hospitality industry applications is desirable (Delphi preferred).
• Must be able to relate to all levels of management.
• Must have a minimum of 1 year of experience in catering and conference services, preferably as a manager, in a luxury or lifestyle hotel property.
• Must have the ability to handle multiple tasks at one time.
• Must have superior organizational skills.