Job Objective
Manage and execute group assignments turned over by the Sales Department. Actively participate in sales processes including but not limited to the booking of events.
Duties & Tasks
1) Make strategic decisions relative to a group or meeting to positively impact the financial results of the hotel. Responsible for the financial success of in-house conferences and retains the ability to personally determine the outcome based on decisions during the course of the meeting or immediately afterwards in the client review process.
2) Monitor and append all contractual agreements pertaining to meeting space food & beverage and special concessions for meetings.
3) Responsible for maximizing food & beverage revenues from assigned groups by solicitation of additional needs and up-selling the meeting package and soliciting affiliate business.
4) Effectively communicate to all hotel departments the information necessary to successfully execute the groups needs while maintaining a good client relationship.
5) Maintain strong client relations and ensure that conference specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.
6) Monitor and manage room blocks according to group contract utilizing group history reports and information given by clients to maximize hotel revenue making adjustments as necessary.
7) Review sales contracts as well as other important information I.E. room block cut-off date special concessions and attrition clauses and validate with client via turnover letter.
8) Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenue.
9) Produce and distribute convention resumes two weeks prior to first day of main group arrival and communicate all changes and updated information to hotel departments.
10) Distribute Banquet Event Orders for group and affiliates 10-14 days prior to events.
11) Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business within a 5% variance.
12) Check sleeping room and suite block special room concessions and rates as outlined in contract with group reservations agents as well as updating group reservations
13) Point of contact for meeting planner while group is on-site as necessary.
14) Coordinate the set-up of each function by verifying desired services and menu in advance with other departments as needed.
15) Synchronize timing of event activities by verifying details with kitchen and staff.
16) Ensure event space is set up in accordance with guests specifications by supervising set-up and inspecting the room prior to event and when needed will be required to assist in the set-up.
17) Conduct pre-conference meetings with client and staff upon request.
18) Review banquet checks and invoices to ensure billing accuracy.
19) Lead the banquet event order and resume review meeting.
18) Alert Director of Sales of any information received by clients pertaining to pricing or positioning with the competitive set hotels.
19) Ability to book short-term /one-day meetings & events to fill need dates of hotel. Ability to re-book recurring events for current clientel.
20) Produce comparative reports from PMS/Delphi to ensure effective forecasting /minimizing errors with group bookings.
21) Other and all duties projects and tasks as assigned by employees manager.
Required Knowledge Skills and Abilities (KSAs)
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Additionally the requirements listed below are representative of knowledge skills and or ability required.
1) Previous event management experience preferred.
2) Proficiency in Word Excel is required.
3) Proficiency is Delphi or CITY is preferred.
4) Knowledge of Food & Beverage operations strongly preferred.
5) Must be able to work independently or with a team with minimal direct supervision.
6) Knowledge of food & beverage products proper preparation presentation and pricing.
7) Knowledge of meeting room capacities banquet set-up audio visual & any other pertinent details as they relate to function room set-up.
8) Knowledge of hotel and competitive market.
9) Must be able to work a flexible schedule to include weekends and holidays.
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