Senior Event Executive

Celtic Manor Job Description DEPARTMENT Client Services POSITION Senior Event Executive GRADE Team Member REPORTS TO Conference and Events Sales Manager Note: This job description in no way states or implies that those duties listed below are the only ones to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their Senior Manager.

POSITION OVERVIEW

To promote and sell all the facilities of the Celtic Manor Resort in order to achieve the Resorts financial budget. To provide an efficient and professional service to all customers with information that is clearly administered and communicated to all parties. To conduct WOW site visits and focus on large key events and bookings using the systems and information available in order to achieve maximum rate and occupancy, thus achieving budget.

GENERAL Responsible for helping to maintain a customer-focused culture which support the values expressed in the Resort Ambition and the Resort’s business goals of profitability and service quality. Establishes and maintain effective and positive relationships within the team as well as other departments. Complies with the resort’s Health and safety, Hygiene policies as well as all other resort policies and procedures.

Report all situations that may present a danger to guests or staff immediately to the relevant people and take action to rectify the situation if possible. To ensure t hat resources are used effectively, minimising waste to protect our environment and to reduce costs. To perform related duties and special assignments as and when required.

JOB FUNCTIONS Communication Responsible for communication through effective writing, speaking and listening skills. To encourage employees to actively participate in our progress through decision making and ideas. Responsible for regular dissemination of information which is to encompass organisational and individual activities.

Budgets Supports the Department Manager in setting monthly, quarterly and annual budgets. Maintains an understanding and acceptance of the monthly budgets and a motivation to achieving these. S tandards Supports the setting, maintenance and understanding of standards expected for the Department and is responsible for the enforcement of these standards within the operations.

Controls Supports the Department Manager in the setting of controls, and maintains an understanding of the controls in place, that monitor performance of the Department. Responsible for gathering required results of the controls and reporting these back to the Department Manager. Structure Maintains an understanding and respect for the organisational structure and supports the staff within each position as defined in their Job Description.

Responsible for enforcing the duties and responsibilities within your supervision inside of the Department organisational structure. Responsible for adjusting the structure of the Department on a shift basis to ensure all internal/external customers expectations are exceeded. This includes, but is not limited to assuming responsibility for the department including practical involvement where necessary.

Team Responsible for initiating disciplinary proceedings where team members do not conform to the standards required by the Job Description, Standard Operating Procedures and Resort requirements as defined in the Staff Handbook. Delivery Responsible for delivering the ultimate in professional internal/external customer service with the standards expected and trained by the Department.

Responsible for ensuring full, safe operation of all equipment and stock, in accordance with health and safety requirements. Responsible for the cleanliness and presentation within your working environment in accordance with set standards. Responsible for resolving all internal/external customer complaints escalated from team members, solving the complaint to the resort and internal/external customers benefit.

Also communicating the results to the Department Manager. Support for ensuring all equipment, tools and supplies are available and maintain relationships with the suppliers of the equipment, tools and supplies. Support for the maintenance, security, computer systems, cleanliness and appearance of the department(s), both front and back of house.

Support for delivering the product in accordance with set standards, exceeding the internal/external customer expectations. To actively work towards achieving all budgeted and individual targets as set by the Head of Events. To attend relevant sales meetings and training as required. To action new sales initiatives introduced to the department To actively participate in client hospitality events, i.

e. familiarisation trips, hospitality hosting To identify key sales opportunities in enquiries coming into the Resort, and to work to convert them To ensure that the rational pricing strategy is followed at all times. To adhere to the company credit policy. To assist with small contract checks of the event executives To use effective sales techniques to convert enquiries into confirmed bookings, concentrating on larger/higher revenue bookings and events – especially repeat events.

To professionally promote and sell all the Resort facilities and five star service at appointments and over the telephone. To run showarounds, conducting and implementing to standard in order to secure the business. To assist with repeat clients and high profile events as allocated by the Head of Events To be responsible for the co-ordination and administration of all event-related correspondence, including quotations, contracts and brochure requests as per CMR standard.

To establish and maintain effective and positive relationships with his/her own team as well as with other departments. To liaise effectively and concisely with external event organisers, offering best advice. To ensure that all resort departments have a clear and thorough knowledge of the clients’ requirements. Arrange pre-event meetings where necessary and introduce client to key personnel.

To actively work toward achieving all budgeted and individual targets as set by Business Development Director To produce accurate and informative ‘banquet event orders’ that clearly portray the client’s requirements to all departments within the resort and are issued as per CMR standard. To issue amendments to the original BEO and ensure that all departments are aware of the changes.

To ensure we have a completed post event survey from the client To chase the client at release point on the contract to ensure that the resort is not holding unnecessary bedrooms or function space and to help colleagues do the same. To ensure all information pertaining to the client and their event is recorded in Delphi including calls, emails and letters received or sent.

To update VIP’s and account and contact details To plan, Implement and execute effective War Rooms and Closing Days, within the parameters set by the Head of Events ensuring effective use of Event Executive time to close business and convert revenue. To comply with Resort’s Health, Fire and Safety and Hygiene policies as well as all other Resort policies and procedures.

Reports all situations which may represent a danger to guests or staff immediately to his/her supervisor and takes action to rectify the situation, if possible. To set a standard of personal conduct which will maintain and develop stature of both employee and department within resort structure. To seek every opportunity to broaden professional expertise for both self-improvement and that of the resort.

To perform related duties and special assignments as required To assist with training of new starters To observe highest standards of personal and professional integrity in respect of relationship with colleagues and employers. To ensure that resources are used effectively, minimising waste to protect our environment and to reduce costs.

To do all above within the parameters of the department mission statement, code of practice and brand standards manual. Training Responsible for evaluating staff training requirements and communicating these to the Department Manager. Responsible for the welfare and well being of all departmental team members, promoting the professional career development of every team member.

Leadership Responsible for enforcing the departmental objectives and ensuring all staff members are motivated daily in achieving these. Plays an active role in all departmental briefings, communicating resort wide issues and internal/external customer requirements where necessary. Responsible for coordinating daily activities within the department, ensuring all internal/external customers expectations are exceeded.

Responsible for the leadership of the team, obtain internal/external customer feedback on departmental performance. Responsible for feeding back internal/external customer views to the team members in a constructive and positive manner, also providing solutions. Team Building Responsible for the development of individuals, whilst promoting the importance of team work, contributing to team building sessions both within and outside the resort.

Checking Contributes to the gathering of information as directed by the relevant Manager, including internal/external customer feedback, financial performance and any other as required. Evaluation Contribute to compiling periodic reports based on the checking process. Contributes to the analysis of information gathered.

Proposing changes within the department. Innovation Support the implementation of changes to ensure continuous innovations and improvements are made within the resort.