Banquet Coordinator at Bolton White Hotels & Apartments

Duties and Responsibilities

• Preparation of BEO- Banquet Event Orders and responsible for ensuring they are issued and distributed in a timely fashion.
• Prepare all typed materials like proposals, contracts, change forms, and all other inter-departmental forms accurately.
• Distribute Daily Events reports to ensure communication with all internal departments throughout the hotel.
• Answer banquet and outdoor catering sales inquiries and route them to the appropriate sales manager for handling.
• Monitor all correspondence to ensure it meets with Hotel policy and procedures.
• Respond within 24 hours to any Group, checking space/rates in the system and communicating to the respective Manager for further follow-up.
• Work closely with the Banquet Manager to ensure all aspects of the event have been cost-effective and serviced both clients and hotel needs.
• Tour, inspect, and monitor banquet rooms and presentations.
• Respond to requests for proposals for small meetings/events including set-up, food and beverage needs, rooms, and audio-visual needs.
• Communicating client requirements in a timely and accurate manner to all internal departments as required, ensuring delivery of superior guest service.
• Ensure accurate follow-up and communication both internally and to the guest/client.
• Ensure that Opera Sales and Catering / Other Banqueting software are updated daily for all event space bookings.
• Ensure that all accounts are properly updated in the banqueting system.
• Ensure there are enough sales kits available for any customer visit.
• Ensure feedback received from the host/guests is passed on to all departments.
• Ensure a positive working relationship between all departments.
• Able to generate various reports from Banqueting systems and Excel to track group and event revenue etc.
• Arrange and manage familiarization / educational trips in line with business needs.
• Attending various trade shows and assigned sales trips with accurate follow-up reports.
• Follow up with the Sales Manager to obtain/confirm all event-related information promptly.
• Maintain valid call objectives and relevant action plans for each key account/key prospect and ensure all follow-up is done promptly.
• Maintain up-to-date activity and rate information for each account on the banqueting system.
• Maintains high standards of personal appearance and grooming, which include compliance with the dress code.
• Participate in daily business review meetings, sales meetings, and management meetings.
• Any other job related to banqueting assigned by the management.