Attend to inquiries and requests from walk-in and phone-in private banquet clients. Familiarize yourself with the hotel’s function room rates, equipment rentals, banquet menus, and pricing to provide accurate information to clients.
Prepare Event Reservation Forms to document clients’ function room reservations and initial banquet requirements. Check function room availability using the Function Reservation Chart before confirming with clients.
Draft event contracts, indicating initials to confirm accuracy before finalizing the Event Contract.
Review and verify Event Contracts for accuracy before forwarding to clients for signature and to the Senior Event Sales Manager or Director of Event Management for approval.
Meet or contact private banquet clients with confirmed bookings to finalize function setups and other requirements. Coordinate with the Finance Department’s Credit & Collection team for client payments.
Handle inquiries for corporate events when Event Sales Managers are unavailable due to other client engagements or sales calls.
Coordinate with Event Sales Managers and relevant departments to address client inquiries, fulfill requests, and resolve complaints.
Follow up with concerned departments or personnel on client requirements or special arrangements as endorsed by Event Sales Managers.
Maintain the electronic Function Reservation Chart, recording and monitoring all tentative and confirmed functions. Update and block off dates based on Event Reservation Agreements or approved Event Contracts.
Review Function Orders against approved Event Contracts to ensure all arrangements are correctly indicated before distribution to relevant departments.
Coordinate with all departments involved in confirmed functions, especially Kitchen for menu requirements, Food & Beverage Event Service for setup and service style, and Engineering for audiovisual and equipment setup.
Liaise with accredited contractors for client requests (e.g., mobile services) that the hotel cannot provide.
Obtain departmental approval for any changes or additions to Event Contracts before committing to clients to ensure feasibility.
Ensure all contract modifications are documented in the Event Supplement and Adjustment Form (ESAF), approved by the Senior Event Sales Manager.
Distribute copies of ESAFs to affected departments for their reference and action.
Ensure timely distribution of Function Orders and ESAFs to all concerned departments.
Conduct site visits during events to ensure client requirements are met and functions run smoothly.
Prepare weekly and monthly reports on all confirmed and tentative event functions for upcoming periods.
Check availability of function rooms via the electronic Function Reservation Chart before confirming departmental requests for official use (e.g., meetings).
Ensure departmental function room requests are supported by properly approved memos from authorized signatories.
Coordinate with Event Service, Kitchen, and Engineering to arrange function room setups and fulfill other departmental requirements.
Maintain cleanliness and orderliness in the work area.
Demonstrate awareness of OH&S policies and ensure all procedures comply with guidelines.
Adhere to occupational health and safety legislation, policies, and procedures, understanding your duty of care.
Be familiar with property safety protocols, first aid, fire, and emergency procedures; operate equipment safely and responsibly.
Proactively identify hazardous situations and notify superiors of potential risks.
Log security incidents and accidents in accordance with hotel requirements.
Qualifications
Adaptable to changes in sales structure and operational procedures.
Proficient in preparing, analyzing, and interpreting sales and event reports.
