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Events Coordinator

Company Name: W Hotels
Employment Type:Full Time
Location: Dubai
Experience: Any
Degree: Bachelors Degree
Nationality: Any
Job Description:
Boldly coloring outside the lines of luxury, W turns the traditional notion of the extravagant hotel on its head. Our irreverent attitude and taste for excess redefine revelry for the modern jet set. Our guests have a lust for a life less ordinary that drives them to demand more, experience it all, and hit repeat.
We share our guests’ passions, providing insider access to what’s new and what’s next. Moderation is not in our vocabulary and we know that lust for life demands more, not less. W guests soak it in and live each day with a mantra: Detox.Retox.Repeat. If you’re ready to create the energetic W scene that is magnetic to everyday disruptors around the world, then we invite you to explore a career with W Hotels.

The Coordinator is responsible for providing administrative support to the Planning Executive and to the Banqueting & Events Team.

Key Responsibilities
Set up appointments for the sales team, telemarketing and insider tours to prospected accounts.
Maintains trackers and records updated online, offline and in Opera.
Responsible for drafting and distributing BEOs.
Attends Groups & banquets BOB meetings and is responsible for the minutes.
Demonstrate high energy levels and focus on providing consistently high levels of customer service.
Follow up on sent out proposals within 24 hours (1 working day) to ensure the client has received the information and to clarify possible questions and issues.
Follow up of tentative bookings in the assigned markets.
Follow up on lost business and bring information about them to the knowledge of the department superior.
Manages the completion of all RFPs/FIT contracts solicitations ensuring they are completed accurately and in line with budgeted guidelines. Ensuring accurate follow up and communication both internally to reservations and accounting departments and confirmation to client.
Keep sales department informed of all changes in the customer profile.
To arrange and manage familiarization trips and educational to properties in line with business needs.
To be able to action any group and banqueting requests for space prior to communicating with the Events Team.
To provide training and support to other members of the sales team in these applications as required.
To continually enhance and improve the efficiency and organisation of the department, by design and implementing administrative systems.
Proof reading of marketing/advertising material as required. Action or distribute any enquiries or correspondence.
Responsible for ordering all stationary and administrative supplies for the Sales and Events Department.
To manage the photo library and Hotel Video collection, ensuring minimum par levels are maintained and stocks reordered on timely basis. Distribute slides as required on the request of the sales team.
Detailed knowledge of all services provided by the Hotel and all relevant facts and figures of hotel.
Maintain Company Brand Standards within the hotel.
Adhere to the Corporate HID’s.
Attend daily departmental briefing providing accurate updates on details of bookings and enquiries of the previous day.
Ensuring to utilise systems (Opera, Outlook, Bridge, Team Hot etc.) to the full capacity.
Document all sales actions in Opera.
Update OPERA contact database at all times.
Responsible for sales team account statistics. Completion of reports.
On weekly basis, compile an activity report which will cover sales call reports, insider tours, fam trips, new agencies, meetings, entertainment and other functions for the sales team during the week.
Understand and strictly adhere to the Rules & Regulations established in the Talents Handbook and the Hotel’s policy on Fire, Hygiene, and Health & Safety.
Ensure that all potential and real hazards are reported and rectified immediately.
To maintain the strictest confidentiality on all matters relating to Marriott International and the Property plus all other sales and personnel related matters.

Additional responsibilities and tasks can be added at any time according to the needs of the business and of the hotel. 
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