Hoiana Resort & Golf ★ 3.4

* SCOPE OF WORK
- Coordinates all requirements for conferences, groups and events booked by the Sales and Marketing Department including conventions, meetings, incentives, and banquets, from initial contact to completion.
- Ensures successful execution of group and client satisfaction and acts as the central point of contact between the client and the operations team.
- Assist in developing business plans to ensure all assigned KPIs are implemented & achieved within area of responsibility.
- Take part as one team to ensure commercial results are monitored and sales goals (both personal and team) are achieved.
- Pro-actively selling all Resort’s products & service as in: guest rooms, meeting rooms, F&B outlets and all recreational facilities when applicable.
- Solicit maximum business from market segments as assigned by Director of MICE Sales & Events / Complex Head of Sales when required
- Work Location: Da Nang City, Viet Nam
* KEY RESPONSIBILITIES AND ACCOUNTABILITIES
- Event Management
+ Manage and coordinate all conventions, meetings, incentives, weddings, and events.
+ Organize MICE bookings from the date of booking to departure, including meeting requirements, guest room requirements, guest room pickup, food & beverage, and audio-visual needs.
+ Create floor plans for each event to ensure banquets and clients agree prior to setup.
+ Conduct pre-conference meetings with clients and pertinent departments to confirm all relevant details.
+ Conduct and/or attend daily meetings to review event contracts and ensure last-minute changes are communicated with appropriate departments.
+ Champion the Delphi FDC implementation.
+ Promote all meeting venues and F&B outlets to maximize events business.
+ Conduct intensive resort site inspections and join any hosted function as directed by management.
- Client Relations
+ Maintain contact with the client throughout the event in conjunction with the Banquet Manager/Captain.
+ Establish and maintain rapport with clients before, during, and after the conference, encouraging repeat business.
+ Proactively gain client feedback for satisfaction improvements through guest satisfaction research/records.
+ Follow up on business under negotiation as well as handling confirmed business.
+ Develop and maintain contact with business generators, meeting and convention planners, visitors/convention bureaus, travel agents, tour operators, airlines, corporate accounts, government departments, and other producers closely allied to hotel business.
+ Build profile within the local marketplace through attendance at various events and local marketplace activities.
- Communication and Coordination
+ Provide concise information in a timely manner to operational departments as required.
+ Participate in and conduct weekly catering meetings to discuss forthcoming events with F&B, Banquets, and Kitchen departments.
+ Prepare proposals and contract letters to customers efficiently and timely.
+ Ensure accurate recording of covers and revenue data in the sales and catering system.
+ Maintain a filing and tracing system for the Catering & Conventions Department.
- Financial Management
+ Develop opportunities for incremental revenue to increase profitability by upselling food, beverage, and spa services.
+ Take responsibility for monitoring and ensuring that event revenue targets are achieved.
+ Initiate billing procedures, ensuring deposits and/or credit applications are received with adequate information and within an acceptable time frame.
+ Monitor group billing accounts for accuracy and coordinate with the Credit Manager for delayed payments.
- Administrative Tasks
+ Responsible for maintaining accurate written records for each client and meeting all contractual deadlines as per hotel policy regarding contracts, credit applications, rooming lists, account payments, and post-conference evaluations.
+ Assist in overseeing day-to-day events administrative tasks such as keeping organized event records, preparing minutes of all briefings and meetings, collating information for event reports, and related tasks in events administration.
- Other Duties
+ Follow all safety policies.
+ Perform other duties as assigned.