C&E Coordinator

Job Description

Ensure that at the end of the month all reservation forms/reports & records are neatly and accurately filed and stored.

• Ensure all Travel Agents and companies rate letters are filled alphabetically.
• Incorporate guest preferences and other necessary details in guest history. To use guest relations input also for this job.
• Determine daily room requirements by checking position and forecasting.
• Maintain proper room status control and upkeep of future availability in coordination with Revenue Manager.
• All reservations requests to be confirmed in co-ordination with Revenue Manager during high occupancy period.
• Coordinate with purchase for timely execution of purchase indents.
• Build and strengthen liaison with key people of companies and travel agents on an ongoing basis
• Handle incoming telephone calls.
• Handle incoming and outgoing correspondence of designated Banquet Sales Managers.
• Responsible for assisting the managers in typing / filing correspondence such as proposals, Letters of Agreement,
  
  

banquet event orders, group resumes, thank you letters, post event summaries, etc.

• Handle photocopying and distribution of all correspondence such as memos, banquet event orders, Letters of
  
  

Agreement, resumes, etc. to concerned departments.

• Maintain a proper filing and trace system for the department.
• Responsible for maintaining the general tidiness of the department and ensuring sufficient stock of stationery and other
  
  

office supplies.

• Be aware of event details related to the accounts of designated Banquet Sales Managers.
• Assist the Banquet Sales Managers in liaising with other departments for information (e.g. liaise with Banquet operations
  
  

for floor plans and equipment / liaise with the Chef for special menus, etc.).

• Maintain a good understanding of clients serviced by designated Managers.
• Handle all incoming telephone and fax enquiries and provide initial suggestions on sales enquiries.
• Handle guests requests independently by supplying information, contacting concerned departments to assist in
  
  

guests requests and needs.

• Update the group chart and prepare relevant reports.
• Conduct site inspections if required.
• Responsible for sending out the post-event critique forms with thank you letters at the end of each event.
• Assist in ad-hoc projects as assigned by the supervising Banquet Managers and / or Director of Banquet Sales /
  
  

Assistant Director of Banquet Sales.

• Maintain the highest standard of professionalism, ethics and attitude towards clients and colleagues.
• Be aware of the hotel hygiene and food safety control standards and procedures in handling complaints on food hygiene
  
  

(e.g. food poisoning).

• Always ensure that a hospitable service atmosphere is projected at all times in the hospitality business.
• Carry out any other reasonable duties and responsibilities as assigned.
• The Management reserves the right to make changes to this job description at its sole discretion and without advance
  
  

notice.