Events Executive

Job description

Key tasks

The Events Executive is responsible for tracing, taking over and handling confirmed events/functions with deposit secured from their assigned Director of Sales – Events / Senior Events Manager. To manage existing clientele bookings efficiently within the guidelines for and parameter of “Portal Booking Procedures”. The Events Executive are also responsible for rendering in-house selling of Rooms and Catering services for the Sales & Marketing Department and rendering support in administrative and operational roles to Director of Sales – Events / Senior Events Manager.

Job Responsibilities
•To take over confirmed event file from Senior Events Managers from signed contract level and be the main contact person for essential coordination and follow up with client from beginning to end of event.
•Receives, processes and maintains index of corporate client information for mailing list and information.
•Handles in-house sales for pure catering events of 50 pax and below.
•Prepares all catering contracts and correspondence as required ensuring accurate and professional image.
•Sends faxes, e-mails, contracts and attends to photocopying & mailing at set times daily.
•Ensures all correspondence is checked and signed before sending out.
•Follows through telephone or walk in enquiries (including hotel inspections) using own initiative and roster assigned.
•Ensures all quotations and follow ups are replied within 24 hours from time of enquiry.
•All Banquet Event Orders must be issued at least 7 days prior to event with a 72 hours’ grace for any last minute change.
•To ensure the compilation of Pending BEOs, Tentative events for next 14 days and tentative event list for next 3 months be issued on every Tuesday of the week to all necessary department/operational heads.
•Last minute events confirmed must be accompanied with issuance of BEO within the same day.
•Change Log has to be made immediately once information is obtained.
•Daily morning routine checks for signage in all function rooms are accurate and according to Customer needs.
•Daily check on number of confirmed/guaranteed number of participants for next days confirmed event on file/Function Order.
•To attend daily operation briefing together with Banquet Managers and Kitchen Operations for debrief, change log and/or any last minute requirements.
•To maintain and collate all necessary sales kits, brochure/collateral for all sales & marketing usage.
•Distributes interoffice correspondence as required, clears pigeon hole at set times daily.
•Answers and handles telephone calls and enquiries offering solutions within the capacity of Events Executive.
•Files all correspondence and records according to the Policies and Procedures.
•Ensures backup of computer work is on disk daily.
•Sees to the cleanliness and maintenance of all work areas and equipment in the Sales & Marketing Department.
•Informs and reports to superiors of hotel events, happenings and other matters which may concern them.
•Observe strictly on the Private & Confidentiality terms pertaining to Pullman Kuala Lumpur City Centre Hotel & Residences policies, procedures, contracts, agreements and all business related matters.
•To participate proactively on any Sales & Marketing Projects & Events assigned.
•Exercises flexibility to perform other duties as and when required.
•Any other duties may be assign by the Management from time to time.