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Event Sales and Services Coordinator
2 months ago
Job Description
To actively and independently support the daily requirements of the Event Sales and Services (ESS) Manager(s)/Director(s). Primary responsibilities include the preparation of Banquet Event Orders (BEOs), creation and file developments of Opera Bookings, active soliciting of guarantees for assigned clients and updating of Banquet Event Order changes to all operational departments. Secondary responsibilities include administrative duties and client-related correspondences including pick-up reports, rooming lists, banquet menus, vendor and supplier information, floorplans and collecting of payments.
Prepare and distribute all material and correspondence relating to the successful operation of the department such as contracts, letters, pick-up reports, BEOs, personalized amenities, event resumes for assigned Manager(s)/Director(s)
Perform daily, weekly and monthly tasks and additional administrative duties to support the Sales Division
Purging and overall maintenance of the filing and tracking system
Banquet Menu revisions and updating ESS Managers' database
Support Labour forecast reporting tool with daily Food & Beverage updates
Provide Reception coverage support
Maintain Event and Group Bookings to ensure all standards are being followed
Initiate the Event Services booking process by creating accounts/bookings, establishing departmental files and generate timely notification as it pertains to all types of guest and client inquiries
Initiate the Event Services booking process for internal and external events by creating accounts, bookings, establishing departmental file, generate BEOs' as well as timely notification of changes to appropriate departments
Active solicitation of client guarantees and the timely distribution of the information in accordance with established departmental processes and as requested
Handle Site Inspections and walk-in client queries as required
Handle inquiries and co-ordinate group program details in the absence of assigned ESS Manager(s)/Director(s)
Managing the design and printing of custom projects including – Menus for Chef’s Table, Weddings and Events; Parking Vouchers and Seating Charts
Additional duties, responsibilities and accountabilities as deemed necessary by assigned ESS Manager(s)/Director(s)
Handle all Functions Processes as outlined in our departmental standards and communicate to operational departments and key stakeholders
Ensure Health & Safety standards are complied with at all times as well as adherence to our Sustainability Partnership Program initiatives
Maintain integrity of Opera Sales & Catering database, Fairmont’s sales force tool
Qualifications
University Degree or equivalent an asset
Minimum of 3 – 5 years’ experience in sales, event planning and/or luxury hotel operations
Knowledgeable on food and beverage trends and luxury hotel experiences
Possess excellent customer service and interpersonal skills, results-oriented and highly motivated individual
Proven ability to plan and execute events effectively with a strong attention to detail
Working knowledge of Opera, Microsoft Office applications and Social Tables
Strong written and verbal communication skills
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