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.

Event Co-ordinator