Conferences & Events Coordinator

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar RAFFLES Full time
Company Description

BeLimitless

We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality.

We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor's limitless possibilities.


By joining an Accor brand, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality.

Do what you love; care for the world; dare to challenge the status quo #BELIMITLESS

Job Description:

Scope and Objectives


Under the leadership of the Cluster Director of Conferences and Events, the Conference & Events Coordinator is responsible for the coordination and management for the hotel's groups and events, selling banquet services, function facilities and associated hotel services.

It is the key requirement of this role to deliver top level of service quality in daily sales activities, communications and events planning and coordination in accordance with the hotels brand standards and services guidelines as established.


Supporting the sales activity for both hotels in the Corporate & Conference segment, organisation and smooth running of events on behalf of all clients for the Conference and Events Department.

To maintain and increase the quantity of sales, maintain and develop new relationships with clients (new and existing). Present a professional, friendly and efficient impression of the Hotel at all times


This will be achieved through the provision of a well-organized and responsive booking service, the delivery of the product offer, the development of customer relationships and offering a personalized and tailored meeting management service.


Essential Responsibilities and Duties

  • Responsible for the coordination of all group bookings of 7 rooms or more that do not require catering (with the exception of breakfast) and all conferences and events including social and weddings.
  • This also includes the coordination of PCO group blocks relating to inventory, payment and group setup, where that group does not include catering.
  • Handle any other department issues related to groups and events (follow up on prepayment, routing, vouchers )
  • Preparation of group information sheets (group movements), BEO (Banquet events orders) and briefing of all involved prior to arrival of group.
  • Produce reports and statistics as requested by the Director of Conferences and Events. This will include, but is not exclusive to, Group Wash and Business Turndown reports and 3month Group Forecasts.
  • Coordinate Events & Group payments, cancellations, rooming lists and terms and conditions including menus discussions, setup.
  • Be in full compliance with Delphi standards and procedures to maintain uptodate business and sales data
  • Effectively utilizes Delphi functions and tools to optimize service efficiency and work productivity
  • Maintains a precise filing system for all events Group reservations and correspondence.
  • Maintains control of Guest History and implement policy and procedures.
  • Ensures a clear line of communication with other departments for special requests
  • Clear communication with all staff in relation to all events and group related topics.
  • Ensure VIP and complimentary room night procedures are adhered to.
  • Ensure Accor brand and company standards are implemented and updated.
  • Ensure security and safety procedures are updated and implemented.
  • Promotes and maintains good public relations with PCO's, travel agents, airline companies and commercial organizations and solicits business for the hotel.
  • Promotes positive working environment by developing positive team spirit.
  • Setup of confidential contracts and agreements
  • Other duties as requested.

Commercial

  • Receive incoming calls, analyze client needs and know the services offered by the hotel and inform the client which of these match the customer's needs ensuring a prompt and professional follow up.
  • To maintain a good working relationship with your colleagues creating a team that works well together and with other departments.
  • Maintain up to date records of all events and conferences. Manage the database, tracking new enquiries and business through conference.
  • Regularly check the quality of the services offered through customer comments and feedback during service meetings.
  • Ensure the proper distribution of the work sheets on a weekly basis and the relevant information to all departments. To attend daily and weekly operational meetings.
  • Take part in all debtor's meetings and follow up with any actions for the recovery of debts on behalf of the hotel.
  • Monitor the commercial policies of the competition and keep up to date with what is happening in the area.

Production

  • To manage the conference diary and keep it updated of any changes, amendments and cancellations.
  • Be involved in welcoming and maintaining the lo

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