To maintain complete and supported records of all sales agreements, contract and quotes for the hotel as per Sofitel Luxury hotels Policies and Procedures.
To have a good understanding of contribution margins of each product results and work with respective heads of departments to maximize Operating results.
To function as the liaison between the hotel and Group organizer for all groups assigned so as to ensure pro - active and complete communication and follow up on all group requirements, resulting in total group satisfaction and enhance the hotels reputation for conferences and incentives, ensuring new and repeat business for the hotel.
Follow up on billing procedures, ensuring deposits and credit applications are received within acceptable time frames.
Ensure client files are kept organised and current with all required information.
Conduct pre-conference / event meetings with clients and relevant departments to confirm all relevant details are communicated.
Must be flexible to accommodate irregular and / extended hours.
Conduct any site inspections as required.
Attend necessary meetings in relation to any Catering, Conference Services or Events.
Establish and maintain rapport with clients, prior to, during and post conference by exceeding their expectations and encouraging repeated business.
Liaise with F&B Department to review status of business, schedules and any information pertinent to the department operation.
Ensure accurate and timely information are given to Conference and Banqueting team so that to provide a better service for the guests.
Ensure appropriate space is blocked to accommodate the group requirements.
Monitor and handle inquiry calls within 24 hours.
Meet with clients to work out the details of their function and escort clients through the property and highlight features of facility as well as available services.
Liaise with Executive Chef to plan special requests for clients and special event menus.
Ensure that all definite functions are detailed accurately on Banquet Event Orders (BEO)on a timely basis.
Conduct BEO review meeting and ensure any changes are communicated to respective department so that to best service the guest.
To ensure that you read and understand the hotel's Ambassador Handbook and adhere to the hotel's rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
To comply with local legislation and be conversant and act in accordance with any such matters relating to your department.
To respond to any changes in the department as dictated by the needs of the industry, brand or hotel.