Meetings & Events Executive

Cluster Meetings & Events Executive - Malmaison & Hotel Du Vin

To maximise Meetings & Events revenue performance, meeting room occupancy and achieve the M&E budget. To handle and manage inbound enquiries, contract events business and ensure the smooth planning and implementation of events with appropriate documentation

Key Objectives

• To manage meeting, private event and wedding enquiries. If part of a cluster you must ensure business is negotiated for the hotel that is deemed to be most suited for that opportunity and in line with their business needs
• To drive occupancy and revenue from the meetings and events spaces within the hotel, in line with budget expectations
• To drive catering revenues in all areas within the hotel
• To work according to the SOPs within the brand, ensuring adoption of best practice
• Creation of clear event documentation and ensure the smooth running of events
• To support the Cluster M&E Manager & National M&E Manager with activities and needs, to optimise relationships and revenue production
• To support the weekly M&E forecast by creating business blocks to the required standard and with accurate revenue forecasts for each block
• To develop and maintain the respect of guests, staff and management

  Key Areas Of Responsibility

  Finance:

• To ensure the M&E operations meets and exceeds budgeted targets
• To ensure the postings of events are correctly allocated to the correct segment
• To ensure deposits and prepayments for events are collected in a timely manner
• To ensure that all post master accounts are settled prior to departure

  Service & Product:

• Handle all enquiries to a high level including telephone calls, RFP via third party sites, direct emails and leads from brand.com
• Handle all enquiries linked to meetings, private dining and weddings
• Manage and handle enquires via third party sites and keeping profiles up to date including but not limited to, Venue Directory, C-Vent, ABC.com, Starcite, Tag Venues etc
• Liaising with customers prior to arrival to ensure all details are relevant and correct
• To ensure function sheets are created and details checked with the customer and amendments are made
• To attend the weekly operations meeting and update the hotel on the forthcoming weeks events
• To ensure that the meeting rooms are set-up to the guest requirements, taking into account equipment, room layout, food and beverage requirement, and health and safety
• To ensure all menus are current and loaded into Opera Sales and Catering to ensure content is accurate and relevant.
• To be a point of contact for M&E clients prior to and post event, to ensure satisfaction and support securing future business opportunities
• To maintain levels of service that consistently exceeds the expectations of our guests
• To ensure the ambience, cleanliness and styling of the department is maintained at all times
• To work to the standard operating procedures at all times in booking events through the S&C section of the PMS
• Ensure prompt turnaround in responses to client and adhere to timelines specified according to existing service level agreements specified at the time of enquiry
• To ensure that all calls and enquiries into the department are taken and processed in accordance with the company standards and call handling criteria
• To increase enquiries from clients, by asking for further opportunities during conversations, focusing on the cluster and estate wide
• Communicate details of requests with large revenue opportunities to the Cluster Meetings and Events Manager and agree follow up plans
• Maintain a high quality of data entry in the systems used, both manually and online
• Maintain a high level of product knowledge at all time
• Assist in any projects as/when required by the General Manager
• Performs all duties in a timely and effective manner in accordance with established company policies in order to achieve the objective of the position
• To undertake other reasonable duties that fall within the parameters of the role

  People:

• Develop close working relationships with all departments to ensure guest expectations are met
• To develop strong working relationships with guests within the hotel(s), in order to maximise sales opportunities and generate repeat business and new business across both brands
• To actively sell the hotel(s) through conducting site inspections and participating in PR events as required

  Personal Responsibilities:

  Self-management:

• Sets high standards of performance in all areas
• Methodically plans and organises, using a systematic approach to get things done
• Manages time and resources effectively
• Prioritizes actions and manages tasks through to completion in a timely manner
• Actively seeks opportunities to develop and learn from experience

  Communication & Leadership Skills:

• Communicates openly and clearly both verbally and in writing
• Pitches information at the appropriate level
• Listens to the needs of others before contributing
• Raises conflicts and complaints to the Cluster Meetings and Events Manager

  Problem Solving & Decision Making:

• Seeks innovative solutions
• Makes conscious decisions to go for action
• Accepts personal responsibility to make things happen
• Constantly reviews in order to improve

  Pro-activity:

• Acts on own initiative where appropriate
• Discusses calculated risks with others in the hope to achieve results
• Thinks ahead, developing contingency plans where necessary
• Has the drive and determination to improve
• Contributes and is effective when working with team members and peers alike

  Influencing Skills:

• Expresses confidence in own ideas
• Gains commitment to action from a range of people through the internal network

  Flexibility:

• Acts quickly and positively to new situations
• Can handle more than one task at a time

  Commercial Awareness:

• Understand core commercial aspects relating to both brands
• Keeps up to date with industry developments locally
• Understands and carries out key commercial messages which are issued

  General Responsibilities:

• To adhere to all the policies and procedures within our staff handbook PERFECT10N
• To attend meetings and training as required, to include travel away from home and overnight stays as necessary
• To evaluate your performance on a regular basis in order to recognise challenges for the future and adapt priorities accordingly
• To provide performance data and reports in a timely and accurate manner
• To maintain reports and systems with current information, cleansing for errors, duplicates and ensure records are kept up to date
• To perform all duties in a timely, professional and efficient manner in accordance with established company policies
• To do all within your power to achieve the overall objectives of this position, the hotel(s) and the company
• To undertake any reasonable requests made of you by the company, including flexibility in hours, location and responsibilities
• To develop and maintain favourable working relationships with all employees, to foster and promote a co-operative and harmonious working environment, which will be conducive to maximum employee morale, productivity, efficiency and effectiveness
• Project a professional image, reflective of our brands. Act as an ambassador to promote both Malmaison and Hotel du Vin as market leaders, growing our recognition and reputation

  Security, Health & Safety:

• Ensure all Health & Safety Regulations are adhered to, to safeguard all of our guests and employees
• Take corrective action where required to improve safety of work areas
• Ensure that all potential and real hazards are removed
• Fully understand the fire, emergency and bomb procedures in your place(s) of work
• Work in a safe manner that does not harm or injure yourself or others
• Ensure that the highest standards of personal hygiene, dress, appearance, body language and conduct are maintained at all times
• Maintain your own working area and materials remain clean, tidy and in good shape; reporting any defective materials and equipment to the appropriate person within the company in a timely manner

In addition to competitive rates of pay we offer:

• Heavily discounted Staff Room Rates at Malmaison, Hotel du Vin and Frasers Hospitality with rooms available from £65 per night.
• Discounted Friends and Family Room Rate with 50% off best available rate.
• 35% off your bill when you dine in our Brasseries and Bistros
• Fully funded Apprenticeship programmes that support you in developing your career
• High Street Discounts on a range of high street shops, experiences, holidays and much much more
• Cycle to work scheme – save up to 40% on a wide range of bikes
• Healthcare Cash Plans - dental, optical, medical and more available from £5 per month
• Referral schemes that pay up to £1500 (just for getting your mates jobs!)
• A decent uniform that doesn’t make you look like an extra from a 70s TV sitcom.
• We have a Wellness & National Campaign Days Calendar which promotes and encourages activities like – Pay Day Lunches/Treats, National Popcorn Day, Mental Health Awareness week and more
• We work with Wagestream giving instant access to your pay as it’s earnt. Wagestream is a tool for everyday life that lets you get paid your way by letting you track your wages in real time, stream up to 50% of the money you’re already earned, learn easy tips to manage your money better and save direct from your salary
• We also offer complimentary stays on your 1st, 3rd and 5th anniversary with Dinner, Bed & Breakfast
• We are a proud sponsor of The Brain Charity, helping people with all forms of neurological conditions to lead longer, healthier, happier lives.
• Employee Assistance Programme – free, confidential advice available 24/7 to you and your family

Our Sustainability Goals:

• 100% of our electricity is generated using renewable energy with most of it coming from Wind Farms around the UK
• We recycle a minimum of 70% of the waste from our hotels. This target is achieved by everyone I the hotel focusing on the waste we produce and is championed by our Sustainability Council who work on project year round
• We have moved to a chemical free cleaning system in our bedrooms and public areas and an enzyme based eco-friendly system for our kitchens.
• Volunteer to work for sustainable charities 2 days per year on full pay instead of your normal workplace

Interested?? Click Apply Now

Frasers Hospitality, Malmaison & Hotel Du Vin are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.