Groups and Events Coordinator (18589) needed at One&Only Resorts

Job Summary

The Groups & Events Co-Ordinator assists the G&E Account Managers with admin requirements as per the below:   

Duties and Responsibilities:

• Good written and verbal communication.
• Strong sense of organization and planning.
• Ability to analyse and manage multiple tasks.
• The ability to solve problems quickly and efficiently.
• Ability to manage stress situations, always promoting a constructive and positive attitude.

Daily Tasks

• Manage the G&E mailbox distributing enquiries according to workflow and ensure G&E Account Managers do not have groups overlapping and ensure that all the request should be answered in 24 hours.
• Allocating deposits and payments to blocks and PM’s.
• Support the G&E Managers with Trace Reports for daily chasing – Deposits deadlines etc
• Support the MICE Sales Manager with reports required to follow-up on pending enquiries –Pending Enquiries, proactive chase procedure for all groups.
• Coordinate MICE FAM trips, site inspections, ensuring showrooms and gift bags are in order.
• Entering rooming lists ensuring all notes, special requirements, billing instructions and routing is completed.          
• Assist with the distribution of BEO’s which have been amended and ensure all operational parties receive the updated BEO timeously.
• Update the Daily Cover Sheet  – adding in the details regarding the following days groups, events and site inspections.
• Ensure S&C is up to date with the newest menus, pricing is correct.
• Be the back-up to the Co-ordinator Sales with regards to ordering office and printing supplies from iScala.

Weekly Tasks

• Assembling the Groups Brief for the Operations Meeting.
• Printing Function pack and BEO’s for Function Pack Meeting – Batch report from Opera S&C.
• Distribution of Function Pack weekly in a timely manner.
• Ordering required halal and kosher catering as per client request.
• Ordering and collecting V&A Portswood Parking vouchers – Processing supplier payments for parking, IVTM and other suppliers. 
• Review commission reports for groups, events and Food and Beverage.
• Assist with the processing of accounts – commission payments, refunds or credit card refunds.
• Coordinate the function pack meeting and PRE-cons with the various stakeholders in operations.
• Update G&E Account Managers activities on Salesforce and information is correct and consistent with S&C.
• Ensure teamwork and total cooperation between Operations, Sales Managers, Revenue and G&E to ensure that the entire sales process is completed and up to date.
• Group filing and labelling of boxes on past groups once closed.
• Meeting minutes are kept copied to relevant departments (Sales, Revenue, Reservation, Rooms, F&B, etc)

Reporting

• Ensure the G&E Account Managers update the Sales Target report on a monthly basis.
• Send the ADOS a weekly report of each G&E Account Manager’s pending bookings and number of quotes.
• Assisting G&E Manager with reports from S&C:
• LOST Reports – Tracking is in place for all denials/regrets generated locally, for all lead sources
• Provisional Reports
• BQT forecast
• Deposit Schedules
• Reporting on & tracking & measuring the materialization of groups (current & historical)
• Conversion and lead time statistics
• Assist ADOS with commercial planning & analysis reports as and when requested i.e. nationality report for all future groups and banqueting forecasts.

Skills, Competencies and Requirements

• Diploma or Qualification in Hospitality Management
• Good communication, interpersonal and customer service skills.
• Ensuring compliance with hygiene and health and safety legislation/guidelines.
• Sense of urgency, attention to detail and a can-do attitude.
• Have extensive knowledge of Opera Sales & Catering.