Events Coordinator – Conrad Hotels & Resorts – 경기도

Event Coordinator is responsible for administrative, events reporting, telephone calls and most importantly supporting Event Managers and Event Executives to deliver the high level of service for the event and group and maximize the revenue.

MAIN DUTIES:

General Administration

• Arrange or/and attend meetings such as team meeting, BEO meeting, pre-conference and post –conference meeting.
• Does the secretarial job to assist Director of Events when required.
• Handles all incoming/ out-coming mail and courier packages.
• Coordinates the ordering and inventory of office supplies through hotel purchasing system.
• Assists checking expenses for event team and ensure to submit in a timely manner.
• Tracks team’s working schedule and submit the monthly attendance report to HR in timely manner.
• Daily event preparation for the next day such as maintaining the Digital Event Signboard, preparing menu card, tent card, name tag, table numbering and food label.
• Picks up BQ bills for filing and updating on the Delphi system.
• Ensures the event file kept secured and maintains in alphabetical order in monthly basis.
• Distributes weekly event report to the concerned departments such as BQ, Kitchen, Concierge, Housekeeping and Engineering.
• Maintains Delphi system and keeps it with most updated information.
• Fully embraces and articulates Hilton philosophy and Cgonrad brand guidelines and policy.

Functional Responsibilities

PEOPLE

• Deliver teams opinions or comments to the Director of Events to assist identify TMs’ need.
• Provide necessary information and explanations to TM in the time correctly and accurately as required.
• Maintains effective internal communication within teams.

CUSTOMER

• Assists Event Managers and Event Executives jobs such as;

• Coordinating and communicating verbally and in writing with customer regarding event details.

• Participating in customer site inspections and assists with sales process when necessary.

• Preparing pre-event and post-event meetings for assigned groups as required to review and

communicate group needs and feedback.

• Following up with customer post-events.

• Handles all event enquiries including BDRC in a timely and professional manner at all times, as per standard, requested via telephone and written forms

QUALITY

• Assists Event Managers and Event Executives jobs such as;

• Identifying operational challenges associated with assigned group and working with the hotel

staffs and customer to solve these challenges and develop alternative solutions.

• Overseas his/her customer experiences from file turnover through the post phase until turnover

back to sales.

• Interacts with guests to obtain feedback on product quality and service levels.

• Manages group room blocks and meeting space for assigned groups.

• Adheres to all standards, policies, and procedures.

• Assists Director of Events on researching and analyzing new products, pricing ad service of competition.
• Ensures to be knowledgeable on detailed Delphi functions such as Account, Booking, Contact, Activity, Function Dietary, BEO, Change Log, and Banquet Check managements.

FINANCIAL

• Summarize monthly vender expense and communicate with finance department.
• Assists checking expenses for event team and ensure to submit in a timely manner.
• Assists monitoring annual leave plans and reporting to Director of Events.

Other Accountabilities

• Offers support, opinion, information on administrative matters.
• Be fully familiar with company policies, procedures & operations.
• To attend training as set by the direction.
• To undertake any other reasonable task or request as directed by Director of Events.
• The management reserves the right to change / extend this job description if necessary at any point of time during her / his employment.

JOB SPECIFICATION: