Meeting & Events Coordinator

**Company Description**
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**Job Description** Scope of Position**

Supporting the sales activity for both hotels in the Meeting and Events segment, organization and smooth running of events on behalf of all clients for Meeting and Events. To maintain and increase the quantity of sales, maintain and develop new relationships with clients (new and existing). Present a professional, friendly and efficient impression of the Hotel at all times

Is responsible for driving sales and the delivery of a client focused service that results in the achievement of business revenue objectives.

This will be achieved through the provision of a well-organized and responsive booking service, the delivery of the product offer, the development of customer relationships and offering a personalized and tailored meeting management service.

**Specific Responsibilities**
- Responsible for the sales and management of all group bookings of 7 rooms or more that do not require catering (with the exception of breakfast).
- This also includes the management of PCO group blocks relating to inventory, payment and group setup, where that group does not include catering.
- Handle any other department issues related to groups (follow up on prepayment, routing, vouchers )
- Preparation of group information sheets (group movements) and briefing of all involved prior to arrival of group.
- Manage Hotel inventory in relation to group reservations and monitor potential wash of business.
- Produce reports and statistics as requested by the Group Services Manager. This will include, but is not exclusive to, Group Wash and Business Turndown reports and 3-month Group Forecasts.
- Manage Group payments, cancellations, rooming lists and terms and conditions.
- Maintains a precise filing system for all Group reservations and correspondence.
- Ensure a prompt input of reservations and data for the next 3-month period for all group enquiries & bookings (within 24 hours).
- Handle guest complaints and enquiries in an efficient and professional manner and ensure the Group Services Manager is informed of any guest feedback.
- Maintains control of Guest History and implement policy and procedures.
- Ensures a clear line of communication with other departments for special requests or other reservation-related matters.
- Clear communication with all staff in relation to all group related topics.
- Ensure VIP and complimentary room night procedures are adhered to.
- Ensure Accor brand and company standards are implemented and updated.
- Ensure security and safety procedures are updated and implemented.
- Promotes and maintains good public relations with PCO’s, travel agents, airline companies and commercial organizations and solicits business for the hotel.
- Promotes positive working environment by developing positive team spirit.
- Setup of confidential contracts and agreements
- Other duties as requested.

**Commercial**
- Receive incoming calls, analyse client needs and know the services offered by the hotel and inform the client which of these match the customer’s needs ensuring a prompt and professional follow up.
- To maintain a good working relationship with your colleagues creating a team that works well together and with other departments.
- Maintain up to date records of all events and meetings. Manage the database, tracking new enquiries and business through meetings.
- Regularly check the quality of the services offered through customer comments and feedback during service meetings.
- Ensure the proper distribution of the work sheets on a weekly basis and the relevant information to all departments. To attend daily and weekly operational meetings.
- Take part in all debtors meetings and follow up with any actions for the recovery of debts on behalf of the hotel.
- Monitor the commercial policies of the competition and keep up to date with what is happening in the area.

Production
- To manage the meetings and events diary and keep it updated of any changes, amendments and cancellations.
- Be involved in welcoming and maintaining the loyalty of the clients.
- Prepare invoices for meetings and all events.
- Check the correct organisation of work and logistics for the entire department and make sure that information is correctly transmitted to the various services in question, especially the kitchen.
- Ensure that the health and safety regulations are complied with and applied in the department, especially HACCP standards.
- Assist with mailshots, organise and co-ord