Conference And Events Coordinator - Full Time

Tailor Your Resume for this Job

Conference & Events Coordinator Job description

The 4-star Woodford Dolmen Hotel in Carlow is looking for an experienced conference and events executive to join its busy sales and marketing office. This part-time shared position is an integral role within the team and the successful applicant will be liaise with all departments within the hotel to ensure the timely and efficient responsible coordination of all meetings and events within the hotel.

SCOPE & GENERAL PURPOSE OF JOB:

Reporting to the Marketing & Strategy Manager, this role is accountable for the coordination of all events in the hotel; to ensure all opportunities are maximized while always delivering exceptional customer care. The successful candidate must ensure to maintain standards in their area to facilitate the smooth running of the conference and events department.

ACCOUNTABILITIES:

• Responsible for delivering and exceeding customer expectations in all communications - verbally, via email and in-person
• To ensure a timely and accurate response to all customer enquiries, providing information, quotations, proposals and contracts for conferences, banqueting events and weddings etc.
• Sales responsibilities involve existing and new client show-arounds within the hotel. The role also involves proactively looking out for new business avenues and following up with telephone sales and mail shots etc
• Preparing and maintaining administrative documentation with respect to events, and ensuring relevant systems are updated and accurate at all times
• Maximizing yield from C&B business through upselling of other departments, i.e. lunches, dinners, bedrooms etc
• Liaise with all relevant departments including kitchen, bistro, porters, reception, and accommodation to ensure all aspects of clients booking requirements are in order
• Ensuring that there is adequate sales information available by having weekly C&B packs ready for distribution
• Meet and Greet clients and conference organisers on the day of an event to ensure all requested requirements are met
• Responsible for all monitoring and tracking of invoicing for conferences and events to ensure accurate and timely payment.
• Development and maintenance of a C&B contact database
• To be flexible in terms of working hours as requested by the Marketing & Strategy Manager
• To attend Hotel meetings as required, ensuring effective communication at all levels.
• Create and distribute accurate invoices and reminder notices, and update customer account information.
• Receive, verify, and post customer payments, and ensure they are recorded promptly and accurately in the system.
• Reconcile payments and accounts, and research and resolve any discrepancies or issues.
• Follow up with customers on overdue payments, work with them to resolve issues, and manage collection efforts.
• Assist with other accounts related duties as required.
• This is not a full and final list of duties and responsibilities, and you may be required to carry out other tasks as directed by management.

Job Type: Full-time

Benefits:

• Bike to work scheme
• Company events
• Employee assistance program
• Employee discount
• Food allowance
• On-site parking

Ability to commute/relocate:

• Carlow, CO. Carlow: reliably commute or plan to relocate before starting work (required)

Education:

• Advanced/Higher Certificate (preferred)

Experience:

• similar: 1 year (preferred)

Language:

• English (required)

Work authorisation:

• Ireland (required)

Work Location: In person