Event Planning Executive (1-year FTC), The Savoy Hotel

Job title: Event Planning Executive (1-year fixed term contract)

Department: Event Planning Sales & Marketing

Inspired & supported by:  Event Planning Manager

Your purpose will be:

Through engaged planning with each client create a memorable and innovative event exceeding expectations on each occasion.  To anticipate the needs of your organiser/clients suggest authentically local ideas provide support to your client through each step of the planning process. 

Focus of the position is to plan residential groups & events and to drive upselling within the department and across the hotel.

You will be accountable for:

• Organise/disseminate information to all departments through e-mails memos event orders directives resumes and rooming list in a professional and timely manner.
• Build creative menus mindful of food costs labour cost and kitchen capabilities.
• Confirm final details with the client and transfer these details into a Banquet Event Order.
• Create floor plans for the best use of space for each event and to ensure banquet and client are in agreement prior to set up.
• Obtain guarantees of food and beverage events for Banquets and Kitchen. Must advise if any great deviation in number occurs so labour and food cost can be controlled.
• Reconfirm and adhere to all details in Sales Contract to include but not limited to the following:

                  Deposit Schedules

                  Room Cut Off Dates

                  Rooming List Due Dates

• Responsible for sufficiently washing room block and food and beverage covers in order to ensure a more accurate forecast.
• Follow billing instructions in line with hotel policies.
• Yield bedroom and meeting space daily to ensure optimum potential through the use of Delphi Sales & Catering & Opera Cloud.
• Conduct pre-conference meetings to ensure key departments are fully aware of relevant details pertaining to group upon their near arrival.
• Conduct and/or attend daily meeting to review event contracts to ensure last minute changes are communicated with Banquets Kitchen and Stewarding.
• Fully aware of any industry trends.
• Attend weekly/monthly departmental communication meetings also sales and operations meetings as required.
• Attend the post conference follow up conducted by the Sales Manager to address strengths and weaknesses of an event while soliciting return business.
• Establish good business and social relationships with the industry and participate in activities related to public relations to further increase sales leads for the department as well as the hotel.
• Responsible for following the guidelines/deadlines as detailed in the Conference Services and Catering checklist.

Qualifications :

What you will need for this role:

• At least 1 year experience in the Hospitality Industry.
• Outstanding communication skills both written & verbal.
• A confident & dynamic speaker able to communicate and interact effectively with all levels of an organization.
• Enthusiastic and positive personality with the ability to build trusting relationships with others.
• Proven organizational skills works well on their own. Able to set and meet deadlines with quality results.

• Minimum of two years of administrative experience preferred
• Excellent customer service skills superior interpersonal skills results-oriented and highly self-motivated
• Able to multi-task and work under pressure
• Knowledge of meeting space capacities pertaining to health and safety procedures and terminology of meeting room set ups
• Food and beverage knowledge is an asset
• Good understanding of all hotel departments particularly housekeeping front office banquets and kitchen
• Working knowledge of Word Excel PowerPoint and Outlook
• Knowledge of Delphi Sales & Catering & Opera Cloud
• Strong written and verbal communication skills

Please note that we believe in flexibility and multi-skilling and you may be asked to do different tasks from time to time to enable us to meet the needs of our guests and colleagues.

Additional Information :

Whats in it for you

• Competitive salary and additional service charge
• Life insurance and pension
• 31 days of holiday (including public holidays)
• Exclusive discounts:
  • Savoy Fairmont Raffles and Accor hotels (friends & family rates included)
  • 50% off at American & Beaufort Bars Afternoon Tea spa florist and select Gordon Ramsay restaurants
  • 20% off at other Gordon Ramsay restaurants and Restaurant 1890
• Free stay for two at The Savoy after successful probation
• Colleague restaurant gym interfaith prayer room and wellness room
• Laundry services
• Cashback for wellbeing/healthcare expenses; HSF & Perkbox
• Employee assistance program
• Virgin Active and The Gym Group membership discounts
• Cycle-to-work scheme
• Season ticket loan for commuting
• Annual optician reimbursements of 100
• Local discounts for F&B and retail

Remote Work :

No

Employment Type :

Full-time