Event Coordinator

As the Events Coordinator, you will be responsible for performing the following tasks to the highest standards:
- Liaise closely with the Sales team in proposing the best deal when handling leads / inquiries (pricing strategy, special requirements) passed over, in order to convert the leads / inquiries to confirmed events.
- Prepare proposals and contracts for leads, addressing inquiries received from Sales Managers.
- Follow through from negotiation until departure for events assigned.
- Liaise with clients on finalizing details and give professional advice on set-ups and planning of events.
- Practice up-selling at all opportunities to maximize revenue.
- Ensure effective communication with clients and internal departments.
- Responsible for the dissemination of groups related information to other departments e. g. issues on banquet event orders and group resumes as well as chair pre-event meetings.
- Maintain close coordination with respective departments on organizers' requirements and last-minute event requirements.
- Be visible to organizers and clients during their event / group dates and monitor guest satisfaction.
- Oversee the operation of banquet functions and work closely with various departments to ensure quality service is delivered to our clients at all times.
- Regularly review master account postings to ensure postings are correctly done.
- Review bills with organizers regularly so as to eliminate adjustments needed on final invoices.
- Maintain close communication with concerned Sales Managers during the process.
- Involve concerned Sales Managers during post-event meetings and post-event follow-ups such as sending thank you letters and post-event critique forms together.
- Verify total charges and layout of invoices prepared by the Accounts team and send out to organizers.
- Obtain feedback from clients and follow through with the necessary actions.
- Refer leads and send event profile information to relevant sister hotels, NSO / ISO (if any).
- Maintain the active event profile database and group chart.
- Establish and maintain files of major accounts, assisting the Director of Banquet Sales in maintaining the accounts management system.
- Establish good working relationships with internal customers (other departments of the hotel) and external customers (clients, event contractors, suppliers).
- Actively participate in achieving departmental goals which contribute to marketing budget.
- Closely monitor account revenue and business production.
- Provide feedback on market trends and keep updated with client relationships and overall business goals through close communication with Banquet Sales Managers and the Director of Banquet Sales.
- Assist the Director of Banquet Sales in the forecasting of group room nights and banquet revenue.
- Arrange relationship building visitations when necessary.
- Cross-sell other Hilton hotels.
- Handle inquiries for re-booking of business and new leads when Sales Managers are not available.
- Closely communicate with concerned Sales Managers regarding the progress of negotiation processes.
- Conduct site inspections for potential clients when Banquet Sales Managers / Coordinators are not available.
- Attend regular communication meetings with operations staff to update on event details.
- Ensure effective and close communication within the department and other departments.
- Maintain timely and responsive communication with clients.
- Liaise with the Food & Beverage department in ensuring that the hotel hygiene and food safety control standards are maintained.
- Always ensure that a hospitable service atmosphere is projected at all times in the hospitality business.
Schedule:
- Day shift
Experience :
- total work: 1 year (required)
Ability to Commute:
- South Civil Lines, Jabalpur, Madhya Pradesh (required)
Ability to Relocate:
- South Civil Lines, Jabalpur, Madhya Pradesh: Relocate before starting work (required)
Work Location: In person
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