Associate Director of Events

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FINANCIAL:

• To assist the Director of Sales and Marketing in the preparation of the yearly catering revenue & expense budget
• To actively lead the Groups & Events team financial and administrative activities to ensure that yearly revenue budgets are surpassed
• To assist the Cluster DOSM and Cluster DRM with accuracy of catering revenue forecasting with most updated market information
• To come up with upsell strategies that would help surpass budget

ADMINISTRATIVE:

• To actively contribute to the Department’s financial and administrative activities to ensure that yearly catering revenue budgets are surpassed
• To monitor the Opera Sales and Catering System and ensure it is set up properly for maximum performance
• To review Groups and Events F&B menus and pricing structure in coordination with the Cluster DOSM, Director of Food and Beverage and Executive Chef
• To identify need periods and maximize meeting space utilization in coordination with the Director of Sales & Marketing and the Room Sales Team
• To set and review goals for the Conference & Events team and its individual team members
• To facilitate accurate administration reports, month-end and other reports are submitted on time to the Cluster DOSM

OPERATIONAL:

• To lead, train, develop, and support the Groups & Events Team

• To conduct sales calls with the team and set up appointments for personal sales calls, telemarketing and site inspections to all existing and potential accounts

• To ensure all inquiries are responded to within 24 hours and to follow up to ensure the client has received the information and clarify questions

• To ensure proper group handover is received from Rooms Sales for flawless execution
• To ensure all relevant departments are updated of groups and events in the hotel, making sure resumes and BEOs are send and group meetings are done in a timely manner
• To ensure follow up on lost business and bring information about them to the knowledge of the department superior
• To be aware of all market trends and share it to team so that a collective action can be implemented
• To attend international and local trade shows, roadshows and business trips to build and maintain strong relationship with clients
• To entertain decision makers of accounts in the F&B outlets of the hotel and to take part in promotional activities with them
• To update customers with the latest developments in the hotel and inform hotel management of all changes in the customer profile
• To seek out and target new customers, new sales opportunities and initiate action plan to secure new business for the Hotel
• To assist Credit Department in following up all outstanding balances of accounts in a timely manner
• To come prepared on weekly Sales and Revenue meetings
• Develop and implement new sales strategies, tactics and action plans for account base
• Ensure and update current account information in Opera and hard files
• Responsible for continually monitoring Business blocks in order to ensure a more accurate forecast
• Conduct and/or attend daily meeting to review event contracts to ensure last minute changes are communicated accordingly
• Conduct pre-conference BEO meetings to ensure key departments fully aware of relevant details pertaining to group
• Ensure team are Following up post-event to address any issues whilst soliciting return business
• Attend departmental communication meetings and sales and operations meetings
• To consistently interact with key clients focusing on high profile guests
• To build and maintain good relations with all Accor Regional and Global Sales Offices
• To be aware of all fire, health, safety, emergency and security procedures in the hotel
• To keep the Cluster DOSM promptly and fully informed of all problems or concerns so that corrective action can be taken on time

• To adhere to the Department and Hotel’s standard operating procedures (SOP’s)
• To ensure strict confidentiality of information in the Department and Hotel
• To carry out duties, projects and other assignments as required by Cluster DOSM

PERSONAL ATTRIBUTES

• Excellent understanding of luxury market
• Excellent understanding of all hotel departments
• Professional sales and presentation skills
• Knowledge of basic accounting, math skills and analytical capabilities required
• Extensive knowledge of sales skills and revenue management
• Ability to assess/evaluate employee’s performance fairly
• Must have strong interpersonal skills with attention to details
• Strong written and verbal communication skills
• A leader with a positive attitude
• Strategic thinking combined with the ability to move strategy to action
• Problem solving skills
• Managerial / Leadership skills
• Self-motivated, creative and confident, with a highly energetic personality
• Creative, independent, and manages stress gracefully
• Ability to meet deadlines consistently
• Pro-active and taking initiative
• Must be organized and ability to work and follow systems and procedures
• Must be adaptable to change of strategy, ideas, systems etc.
• Must be guest service oriented
• Proficiency in organizational planning with the ability to multi-task

• Minimum 4 years experience in the related field
• Degree/Diploma in Hotel Management / Business Administration
• Strong knowledge of Opera & Microsoft Office
• Understands the local culture and have worked in the region