Event Co-ordinator

JOB SUMMARY

To provide our customers the benefits of specialized and personalized service for events and group accommodation management. The functions and responsibilities revolve around ensuring a smooth transition of confirmed business from the Sales Centre to Event Management which will assure successful event delivery through efficient coordination and communication. The process incorporates a sales function of ensuring accurate forecasting of confirmed business volume and upsell. Customer satisfaction is the key to repeat business.

JOB RESPONSIBILITIES

Department Function

• Reports directly to Senior Event Manager/Director of Event Management
• Executes goals established by Senior Event Manager with common objective
• Integrity to ensure security and confidentiality of all Hotel sales account and profiles
• Ensure high level of customer satisfaction is achieved through professionalism in all aspects of event delivery

Operating Procedures and Workflow

• Assist Director/ Event Manager in pre/post event administration:

-Weekly accurate distribution of 14-day Function Forecast to Distribution list

-Daily Email Distribution of Banquet Event Orders to Distribution list

-Technical drawing of Floor Plans (Social tables)

-Internal Events-Execution of Banquet Event Orders (Opera Management)

-Maintenance of office equipment & supplies like menu paper place cards etc (Birch Street management)

-Ordering of external AV equipment or items (Birch Street management)

-Close file administration and archive procedure (Data depot)

-Raise gift vouchers whenever needed or refunds etc (Project tree management)

-Menu place cards tent card A3 floorplan and A3 signage printing

-Doing Marriott Bonvoy points award in Project tree and quarterly reports (MBV3 & MBV 12)

-Timely communication and distribution of event details and changes

-Learn how to raise day use room requests (FIAT)

-Monthly checkbook accounting/accruals

-Carpark coupons management

-Do event signage for events accurately (Signage management)

-Direct takeover and execution of all internal or external events periodically as assigned by Event Manager / Director. To follow Standard Operating Procedure on workflow and customer service.

-Proactive involvement in any Hotel sales initiatives/promotions

-Maintain sound and positive rapport with key sections; Sales Center / Proactive /Catering Sales & Reservations and all other departments in hotel

-Meet up with vendors to direct vendors to ballroom for setup etc

-Perform rotational office assigned duties

Customer Service / feedback & Product Development

• Establish a smooth communication channel with all internal and external guests

Training

• Participate in daily 15-minute training and assigned as champion for any formalized training

Others

• Perform any other duties and responsibilities as assigned accordingly

JOB REQUIREMENTS

• Degree or Diploma or equivalent professional qualification or previous experience in Event Management
• Ability to prioritise and plan workload efficiently with a thorough and meticulous approach.
• Highly organised and self-motivated person who can efficiently and effectively manage a wide range of tasks and objectives.
• Ability to work well under pressure and priorities tasks as directed as well as using own initiative.
• May require occasionally to work on weekend and odd-hours for events roadshows.
• Able to start work anytime or within short notice period.