Event Booking Executive

Job Summary 

The position is involved in maximizing revenue through increased bookings across the sales office. Assists in all day-to-day activities related to reactive sales with a focus on providing accurate and thorough proposals in a timely manner and follow ups that enable achievement of revenue objectives. Provides an efficient and effective process to quickly handle customer enquiries within pre-defined parameters. Communicates booking information to all relevant departments. Effectively presents and sells all conference and banqueting products which meet customer needs. Follows procedures and guidelines to complete assignments. Handles confidential and sensitive material.

Required Experience & Qualifications

• 2 years experience in Event booking environment, sales & marketing or related professional area 
• A recognized qualification in Events Management or Hospitality Management would be advantageous. 
• Extensive knowledge of sales & catering, events planning and hospitality operating systems i.e. Fidelio Opera
• Strong Communication skills (verbal, listening, writing)
• An effective team player in a team-based environment
• Effective time management skills
• Innovative 
• Proactive and reliable
• Able to work independently and within a team
• Customer service – Internal and External
• Personal effectiveness
• Able to step in and provide support when the Manager is not on duty, ensuring continuity of operations and team support.

Key Responsibilities

• Convert business through proposal, negotiation and contractual agreement to ensure all revenue potential and targets are achieved.
• Liaise closely with clients to establish needs and expectations and maintain records to develop sales opportunities.
• Responds to inquiries/requests in the defined timeline. Processes all correspondence within acceptable agreed timelines.
• Suggests positive alternatives through cross-referrals, and ensures that business booked is within hotel parameters.
• Ensure follow up takes place with clients and opportunities are sought for repeat bookings.
• Prepares and maintains accurate account information, profiles, activities and traces in Opera
• Produces contracts, proposals, invoices, function sheets and other related booking documentation.
• Strong knowledge of hotel product; selling features, benefits
• Creating the proposals, contracts and other related documents for events and conferences that are received
• Adheres to all standards, policies, and procedures.
• Participates in customer site inspections for groups and events
• Implements a seamless turnover to the Event Planning team for consistency and completion
• Ensures effective resolution of guest issues that may arise. Brings issues to the attention of property leadership team as appropriate.
• Uses Meeting Rewards program to build loyalty and improve conversion
• Executes exemplary customer service to drive customer satisfaction and loyalty by assisting the customer and monitoring their satisfaction including ESS and BDRC scores.
• Is able to perform the duties of an Event Planning Executive when required 
• Manages the Central Group Mailbox by allocating enquiries to the appropriate team members and requesting flexible dates for enquiries we are unable to accommodate.
• Ensures all enquiries are responded to within the required 24-hour turnaround time and escalates to the Manager when necessary for follow-up or intervention.
• Compiles weekly Group Accommodation and Banqueting Budget reports for internal review.
• Reviews all new blocks created daily to ensure they are correctly built in accordance with company guidelines.