Meeting & Events Coordinator
5 hours ago
**MAIN PURPOSE OF THE JOB**:
Responsible to meet, make introduction and ensure that all arrangement and requirements are gathered with the function host prior to function. Read and analyse Banquet event order (BEO) / Banquet Function Plan (FP) in order to gather guest’s requirements, determine proper set up, buffet, audio visuals, time line and also give attention to any special guest needs.
**DUTIES & RESPONSIBILITIES**:
- Attend to all telephone calls using clear and professional language, and answer telephones using appropriate telephone etiquette
- Assist with typing of the Banquet and Sales correspondence, i.e. answering mail, confirming banquet arrangements, menus, BEO, FP, memos etc.
- Promptly respond to all inquiries.
- Compose, publish and distribute Banquet event order (BEO) / Banquet Function Plan (FP) to all department heads and personnel who are involved in servicing banquets function.
- Work with management and other heads of departments at all times and assist in carrying out special requirements and duties necessary in adding to the guest’s general comfort and well-being.
- Distribute promptly to all departments about notice of any change in the Banquet event order (BEO) / Banquet Function Plan (FP).
- Prepare signage and menu items for all banquet events function.
- Study requirements of all booked banquets and functions to familiarize and ascertain the possibility of selling additional facilities, to produce extra revenue.
- Sending Banquet event proposals to the guests and being in timely contact with them.
- Call customers to remind before for cut-off dates.
- Develop and maintain positive working relationships with others, and support team to reach common goals.
- Ensure that all the administrative documents are prepared.
- Act as a liaison between all related departments and host of the function.
- Ensure orders and requisitions for the Catering and Banquet departments are completed.
- Respond and act upon any special requirement which function host had requested.
- Maintaining the entire sales correspondence data base.
- Maintain departmental reports and procedures.
- Maintain all client information and folders.
- Coordinate with Banquet operations on a timely basis to ensure complete customer satisfaction.
- Update Catering and Banquets calendar on the Sales and Catering software.
**EDUCATION, EXPERIENCE AND COMPETENCIES REQUIRED**:
- 3-year tertiary course in Hospitality
- Min 3 years’ experience in a large conference centre or hotel. Experience with planning exhibitions essential.
- Ability to work accurately under pressure
- Computer Literacy is essential (Micros, Opera, Word and Excel)
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