Event Sales & Services Representative

Join the team responsible for crafting a fresh landmark that emphasizes cultural appreciation among colleagues and the pursuit of greatness. At Raffles Boston, we recognize the immense worth of our distinct cultural heritage, and we are dedicated to ensuring that it is comprehended and embraced by each team member. This commitment begins the instant a prospective colleague connects with us and extends throughout their entire journey with the hotel.

Reporting to the Director of Event Sales, the Event Sales & Services Representative is responsible for coordinating and assisting in the daily operations of the Event Sales and Event Servicing team and provides direct administrative support and assistance to Sales and Events Directors and Managers while managing all the Raffles Resident event needs in the 21st lounge and in Residences and handling the event sales business for 15 or less attendees in event space.  

• Responsible for the event sales and servicing needs of the Raffles Residents in the 21st Floor Residents Lounge and in any Raffles Residents. Coordination of confirmation documents, event orders, estimates according to sales and marketing team standards.
• Management of all leads, negotiations and contracting for event sales leads of less than 15 people or less in event function space.
• Handle all event order processing for any in house meetings.
• Develop a full working knowledge of the operations of the hotel, including Food and Beverage, Guest Services and Reservations.
• Develop a complete knowledge of company and department sales policies and SOP’s, and ensure knowledge of and adherence to those policies by the sales team.
• Invite clients to the hotel for entertainment, lunches, tours and site inspections.
• Assist in implementing special promotions relating to direct sales segments, i.e. parties, sales blitzes, etc.
• Assist in the preparation of required reports in a timely manner.
• Conduct a professional, thorough site inspection of the hotel with clients, exhibiting key features and benefits of the property.
• Use your property’s computerized sales management system to manage the hotel’s business, including (but not limited to) generating reports, entering business, blocking space and building accounts.
• Meet and greet onsite contacts.
• Prepare Event Orders as per client needs, as assigned.
• Prepare Event floor plans as per client needs, as assigned.
• Responsible for meeting and exceeding personal sales food, beverage and rental revenue goals, monthly, quarterly and yearly.
• Develops existing clients and effectively solicits new sales prospects and former clients for the purpose of selling catering services and banquet space
• Develops list of prospective local clients through sales calls, sales blitzes, referrals or inquiries.
• Discusses catering requirements, calculates costs, negotiates price and prepares sales proposals, suggests menu modifications in response to customer needs, and up sell services and resources to clients whenever possible.
• Solicits and maintains ongoing contact with active accounts to promote repeat business; continuous contact with former accounts to identify the need for additional catering services and to solicit repeat business.
• Promotes catering services, food and beverage and banquet facilities through direct client contact to maximize profits from food & beverage revenues and meeting room rental.
• Maintains ongoing relationships with hotel clients and negotiates contracts and agreements.
• Clearly communicates details of events to client and hotel departments via banquet event orders and internal meetings
• Conducts tours of the hotel function space and guestrooms; entertains qualified potential clients.
• Present for client events at the hotel to insure a smooth delivery of arrangements
• Accurately forecasts individual booking revenues and cancellations; accurately tracks consumption on all bookings.
• Assists the client in menu planning; coordinates food, beverage, meeting room set-up, and other services as requested by the client; assures that all requirements are communicated and completed to the clients specifications.
• Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction within 24 hours.
• Approach all encounters with guests and employees in a friendly, service-oriented manner.
• Telephones - Assist with answering telephones within 3 rings for the Sales and Marketing Office and directing calls appropriately.
• Leads - Assist Sales and Events team by monitoring all lead sources and distribute leads to appropriate Sales and/or Events Manager based on deployment.
• Reports - Prepare reports to include:
• Reports for Daily AM Meeting
  • Production by Sales Manager
  • Detailed Catering Summary
  • Cancellation Summary
  • Activities Summary
  • Daily Events for next day (day of meeting)
  • VIP arrivals for next day (day of meeting) (look up profiles of AMEX Hotel Collection guests on LinkedIn to confirm they are not AMEX employees: if so, alert Front Desk as may be Secret Shoppers)
• Complete Month End Reports for Director’s review and approval including backlog, activity report and others as assigned
• Other reports as needed specifically tasked with full knowledge of Opera Sales & Catering system and running of reports
• Sites - On the day of a scheduled site visit, the coordinator must pick up site keys from the security desk, check assigned guestrooms to ensure that they have been turned over and present well, check all public/meeting space for any trash or out of place items and ensure all the lights are on. Should a manager require, site gifts should be put together for the client by the coordinator to be presented during the site by the seller
• Meet and greet appointments in the lobby as necessary and transition to the correct seller.
• Amenities - Process amenity requests in Royal Service and assure note card from Manager is brought to IRD,
• Assist in maintaining an accurate client data base in Opera S&C and adherence to all Accor and Raffles Boston standards.
• Provide administrative support to the Sales and Events Team including merging letters of agreement, expense reports, distribution of all event orders and resumes among other administrative needs.  
• Follow up and collect all deposits for events and groups keeping the seller looped in on any overdue.
• Coordinate all details of room blocks associated with in house weddings including:
  • Introduction call (correspondence) following signing contract
  • Review of room block and other necessary contract clauses such as reservation release date and guest room types and special pricing
  • Coordination of VIP amenities, reservation room assignments and any other specific information to operations departments via proper distribution (VIP forms, email, resume and resume meeting)
  • Consolidation of all details into a resume to be shared with the operations team
• Maintain current sales and promotion literature including selling kits, supplies and iPad collateral.
• Conduct “shop calls” to competitive hotels to gain current market availability and rate information.
• Coordinate Charitable Donations program
• Order and stock office supplies, collateral, and giveaways for Sales and Marketing Team and Executive Office.  Prepare purchase requisitions for departmental supplies through Birch Street.
• Complete Vendor Addition Forms for new groups contracted for commission payouts
• Participate in hotel and sales and marketing training programs when applicable.
• Train in all coordinator tasks to assist as necessary and assist in training peers on job duties to develop strong cross trained team.
• Attend meetings, take minutes and draft notes as required.
• Have a complete knowledge of hotel services and accommodations.
• Maintain regular attendance, as required by scheduling, and in compliance with hotel standards.
• Approach all encounters with guests and employees in a friendly, service-oriented manner.
• Ensure prompt and courteous service is extended to both internal and external customers.
• Comply at all times with hotel standards and regulations to encourage safe and efficient hotel operations.
• Maintain high standards of personal appearance and grooming, adhering to the proper dress code and wearing nametag while working
• Other administrative duties as assigned.

Education & Experience:

• At least 2 years of hotel sales, event services experience and or Restaurant Management, preferably in the Boston market.

Physical Requirements:

• Flexible and long hours sometimes required.
• Monday to Friday office hours however will often need to adjust their schedule to work on Saturdays.
• Light work - exerting up to 20lbs of force occasionally, and/or up to 10lbs of force frequently or constantly to lift, carry, push, pull or otherwise move object.

General Requirements:

• Must be able to effectively communicate both verbally and written with all levels of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with the Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming.
• Comply with the Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions. 
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
• Must be familiar with and able to easily interpret contractual language.
• Must be able to maintain confidentiality of information.
• Perform other duties as requested by management.

• Hourly Wage: wage rate is set at $34.00 per hour
• Employee benefit card offering discounted rates in Accor worldwide for you and your family. 
• Excellent Company benefits including medical, dental, vision and life insurance. 
• Personalized development opportunities across Accor's extensive brand portfolio.  
• Ability to make a difference through our Corporate Social Responsibility activities