Meetings & Events Coordinator

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Job Purpose

This position is responsible for developing the hotel’s events business by analyzing the market demographics, proposing solutions and strategies to drive events sales and revenue. The Events Coordinator must also be resourceful in promoting and pitching sales to potential clients through various channels while maintaining a good customer base and clientele relationship. He/she will plan and execute each event while ensuring the best return value for the hotel.

Primary Responsibilities

Events Management

• Manage all incoming leads for the booking of guest rooms and/or meeting/catering functions

• Develop lead sources through prospecting, referrals, trace files, and cold calls

• Exceed personal sales goals, monthly, quarterly, annually, through account development and maintenance

• Conduct site inspections with prospective and existing clients

• Develop and implement new sales strategies, tactics and action plans for account base

• Quote and negotiate prices within established parameters with potential and existing clients. Prepare contracts for clients

• Manage events from the beginning to the end, process all the information pertaining to bookings (to include but not limited to):

• Electrical, internet, telecom, audio-visual and exhibit requirements
• Obtain guarantees of food and beverage events from Banquets and kitchen
• Prepare creative menu proposals with the Chef while keeping in mind food cost, labor cost and kitchen facilities

• Maintain and update current account information records

• Ensure rooming list is received 30 days prior to arrival with updated billing instructions

• Ensure that deposits/cancellation fees where applicable are forwarded to the Accounting department 

• Disseminate event information to the appropriate departments via memos, emails, banquet event orders, directives and rooming lists in a professional and timely manner

• Conduct daily meeting to review event contracts to ensure last minute changes are communicated accordingly

• Conduct pre-conference meetings to ensure that key departments are fully aware of relevant details

• Maintain visibility throughout events and be the on-site client liaison

• Follow up post-event to address any issues whilst soliciting return business

• Establish good business and social relationships within the industry and participate in PR activities to increase sales leads for the Hotel

• Prepare weekly, monthly, quarterly and annual reports as required.

Team Management

• Interview, select and recruit direct reports

• Identify and develop team members with potential

• Conduct performance review with the team

• Constantly monitor team members’ appearance, attitude and degree of professionalism

• Develop, conduct maintain all staff training programs for team members, focusing on their development needs, providing them with new skills to meet the changing needs of the business

Other Responsibilities

• Be fully conversant with hotel fire & life safety/emergency procedures

• Attend all briefings, meetings and trainings as assigned by management

• Maintain a high standard of personal appearance and hygiene at all times

• Be aware of the hotel fire & life safety/emergency procedures

• Perform other reasonable duties assigned by the assigned by the Management

Main Complexity/Critical issues in the Job

• Defines precise guest requirements and ensures that the guest services offered corresponds effectively to their requests

• Provides after-sales service and in particular to ensure all guests complaints are efficiently addressed

Knowledge and Experience

• Diploma in Tourism / Hospitality Management / Events Management
• Minimum 3 years of experience in group, catering and conference sales or 1 year of experience in a similar capacity with proven track record
• Excellent reading, writing and oral proficiency in English language
• Proficient in MS Excel, Word, & PowerPoint

Role Restrictions: Due to Job Nature and Local Market, preferences will be given to the Saudi Candidates. 

Competencies

• Strong leadership, interpersonal and training skills
• Good communication and customer contact skills
• Service oriented with an eye for details
• Ability to work well in stressful & high-pressure situations
• A team player & builder
• A motivator & self-starter
• Well-presented and professionally groomed at all times

We are an inclusive company and our ambition is to attract, recruit and promote talent.