Inspired Meeting Planner/Coordinator (Arabic Speaker)

Job description

Key tasks

Key Responsibilities:

• At all times, present the client and stakeholders with the highest level of service, information and professionalism in all dealings with their event.
• Preparation and follow-up of conference (non-residential), corporate and social function proposals, tailored to specifically meet the needs of each client using the InspiredMeetings™ Offerings.
• Complete organisation of conference, corporate, major events and social events from confirmation to post-event follow-up in order to ensure client satisfaction.
• Prepare event orders, action plans and other relevant paperwork to effectively communicate guests’ needs to internal and external sources.
• Use of PMS to accurately record all activities, contacts etc
• Qualify prospective leads as to profitability.
• Co-ordination and hosting of site inspection activity including follow-up.
• Be present in the lobby to greet clients and be ready to proceed with inspections a minimum of 10 minutes prior to agreed meeting time.
• Answer all correspondence and enquiries received during the working week within 24 hours of receipt; maintain good public relations with customers.
• Liaise between InspiredMeetings™ Concierges and clients as necessary.
• Represent the Hotel at various functions and meetings as necessary.
• Attend internal and external meetings as necessary.
• Liaise with other Hotel Departments and within the Conference and Event Sales department effectively.
• Follow up outstanding accounts.
• Handle inquiries and 'walk-ins' as required.
• Produce correspondence as required.
• Assist Conference and Event Operations as necessary.
• Sell all Hotel Services.
• Work in association with Conference & Events Sales team to ensure deadlines are achieved.
• Develop close relationships with Other Hotels, Hotel suppliers and contractors and all event clients, past, present and future.
• Undertake evening and weekend duty shifts as requested.
• Ensure there is an active presence in the hotel as required by business demands or customer and staff needs.
• Alert management of any potential concerns to enable prompt attention.
• Conduct thorough client and staff briefings as necessary.
• Develop through knowledge of competitive properties.
• Maintain a professional appearance at all times and to conduct personal behaviour in a mature and professional business manner when representing the Hotel.
• Carefully respond to all requests for explanations or any complaints by the customer within 48 hours. If this is not possible, inform the customer precisely when he or she can expect a response and ensure delivery on this promise.

Specific Duties

PRE-EVENT

• Answer all client enquiries with a positive presentation of the hotel and the InspiredMeetings™ service.
• Confirm event feasibility within 24 hours based on room availability and budget.
• Send proposal within 24 hours.
• Personalise the proposal and scrupulously follow customer specifications
• Verify ability to deliver the IT and audiovisual requirements of the event.
• Lead overall organisation of the event.
• One week prior, brief the InspiredMeetings™ Concierge.

DURING EVENT

• One week prior, brief the InspiredMeetings™ Concierge.

POST-EVENT

• Handle the invoice and check meticulously all the billing details.
• Meet with the client to gain feedback and ensure that he / she had a good experience.
• Take any client complaints / concerns into consideration and find compensations.
• Inform the guest of any special future promotions and further promote the Sofitel network.
• Send out the bill within two days of the end of the meeting, accompanied by a letter of thanks and follow up with a courtesy call to check that it has been received within 48 hours of dispatch.
• Follow up the relationship with the customer after any event and enquire about any future needs.

General Responsibilities

• Participate in scheduled training and development programs as required by your Department Manager to improve self and department standards and attend departmental meetings as required.
• Follow hotel policies and procedures as detailed in the hotel induction, department orientation, employee handbook and department procedure manual.
• Report any workplace hazards to your Health and Safety Committee representative and take a consultative role to assist in achieving a healthy and safe working environment.
• Use safe manual handling techniques at all times.
• Ensure all operating equipment is in good working order, reporting any unsafe work conditions, faults, repairs or cleaning needs to appropriate department.
• Ensure wherever possible that employees are provided with a work place free of discrimination, harassment and victimisation.
• Treat customers and colleagues from all cultural groups with respect and sensitivity.
• Perform any other duties within the employee’s range of competence as required by management.
• Able to close the sale and meet aggressive sales targets.
• Excellent verbal and written communication skills.
• Must be able to work independently
• Maintains clear understanding of facilities, core menus and company culture
• Generates new leads from prospecting potential customers
• Participates in community events and organizations as assigned by DOS
• Proactively respond to incoming leads and request for proposals in a timely manner
• Participates in creating sales plans / strategic marketing plans
• Manage promotional events as assigned by management
• Maintains weekly progress reports
• Conducts site inspections with clients
• Generates event revenue in accordance with established sales goals, pricing & profitability guidelines
• Negotiates and closes contracts, obtain deposits and final payments
•Writes proposals, menus, contracts, function sheets with detailed operations information
• Accurately maintains forecasting reports
• Proactively builds relationships with team members (ie. Kitchen, BOH and Operations)
• Presence at all assigned events