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Position Summary

The post will be responsible for coordinating all details of the group’s meeting requirements, perform to 5-Star service standards when dealing with both external and internal customers, ensure all aspects of each conference program are delivered flawlessly and to the satisfaction of both the meeting planner and the attendees

Essential Functions:

·         Re-soliciting and rebooking existing business and groups.

·         Creating up-sell opportunities, and identify sources for ancillary hotel revenue.

·         Coordinating all events with exceptional discipline and follow-up to determine customer setups, numbers, types of functions, times and special needs.

• Conducting property wide site tours for both prospective clients and existing customers.
• Providing creative site tours, client planning visits, and throughout the execution of the program to maximize the customer experience and increase ancillary hotel revenue.
• Continually looking for new ways to service groups, and to find creative solutions to meet customer demand.
• Producing and distributing detailed convention services resumes to hotel operational departments and communicate effectively customer’s needs to exceed expectations.
• Producing and distributing banquet event orders.
• Setup, leading, and reviewing pre and post conference reviews and billings with the client and hotel departments.  Collects the deposit from clients
• Responsible for the review of all bills that are sent to the client. In reviewing bills, they should be accurate and timely to maximize return of business.
• Developing and maintaining strong and loyal customer relationships.
• Developing and booking new business from group customers within the Bermuda corporate community.
• Demonstrating excellent problem solving capabilities.
• Obtain all rooming lists, monitoring rooming list cut off dates.
• Responsible for the compilation of all cancellation/attrition charges of their groups.
• Works with the Associate Director of Sales to generate a monthly forecast of meeting and catering revenues.

Essential Functions: (Continued)

• Coordinates all audiovisual requirements of the client and ensures that proper equipment is ordered.
•  Greets all clients as they arrive at the hotel to ensure that they have all required items.
• Participates in weekly sales meetings and operations meetings to communicate the upcoming group’s needs.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to demonstrate that  he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

·         Demonstrated ability to provide clear and pleasant telephone communication to all callers.

·         Ability to uphold and enforce hotel’s standards, policies and procedures with self and staff.

·         Ability to prioritize and organize work assignments.

·         Ability to motivate staff and maintain a cohesive team.

·         Must have broad knowledge of the Hotel’s market segments and client mixtures.

·         Must be computer literate.

·         Strong communication skills, both verbal and written.  (Required to speak, read and write English).

·         Must be able to work well under pressure

·         Demonstrates attention to detail

·         Must be able to multi-task in servicing clients and handling operational issues within set deadlines.

·         Ability to maintain discretion and confidentiality of all guests and hotel information at all times.

·         Ability to work cohesively with other departments as part of a team

·         Ability to perform basic mathematic computations.

QUALIFICATION STANDARDS:

Education:

Any combination of education, training or experience that provides the required knowledge, skills and abilities.  Minimum College Degree.

Experience:

Minimum of Five years’ experience in hotel event planning – conference services department and similar role.

Licenses or Certificates:

Strong computer knowledge in Windows environment as well as proficiency in property management system and catering management systems (preferably Opera and Delphi). The Certified Meeting Planner (CMP) designation will be an asset.