Scope and General Purpose of Job: To assist in providing leadership in all selling activities within the hotel, working closely with the Rooms, Food and Beverage and other revenue-generating departments to maximise sales through the activities of the Events Department and other employees

Responsible to: Director of Sales

Responsible for: Event Planning Manager

Event Planning Executive

Main Duties

Administration

§ Assists to oversee the preparation and update of the Events Departmental Operations Manuals.

§Supports to conduct regular departmental communications meetings and ensures departmental briefings and meetings are effective and conducted as necessary.

§ Ensures that an efficient and accurate filing system, both manual as well as electronically is maintained at all times.

§ Utilises technology tools such as Opera’s Guest History and Reserve to achieve the fullest potential in Events revenues.

§ Maintains complete and supported records of all Events Agreements, Contracts and Quotations for the Hotel.

§ Assists to establish an efficient Event/Function Sales record to ensure that all businesses booked are properly tracked.

§ Provides accurate reporting of booked Event/Function to the Sales Coordinator for monthly consolidation.

§ Conduct resort WOW Site inspection, and ensure all logistic arrangement are well-organized

§ Handle Wedding booking, Event only booking as one stop shop, MICE booking (by market to be discussed)

§ Achieve personal Sales goal, Sales team goal, and Hotel Revenue Budget

Customer Service

§ Entertains and conducts site inspections to relevant Companies representatives/ Government official / delegates whenever required.

§ Spends time in each function/ event to ensure that the functions/ event are managed well by the Conferences and Banquets team.

§ Liaises and works closely with the related operation departments ensuring guest's requests and expectations are being met.

§ Gathers guest’s comments and provides feedback to the Food and Beverage, both Culinary and Service ensuring that the quality of the products and services are consistent with guest’s requirement and expectation.

§ Handles guest and employee’s inquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found and ensures a prompt follow-up.

§ Maintains positive guest and colleague interactions with good working relationships.

Financial

§ Maximises employee productivity through the use of multi-skilling, multi-tasking and flexible scheduling to meet the financial goals of the business as well as the expectations of the guests.

§ Achieves the monthly and annual personal target and the Sales revenue in Room and Event.

§ Assists with the preparation of the annual Marketing Business Plan ensuring Divisional Objectives fully address business objectives of the Hotel and needs of employees.

§ Continuously seeks ways to maximise revenues and profits by cross selling and upselling other facilities and service.

§ Ensures that all hotel, company and local rules, policies and regulations relating to financial record keeping, money handling and licensing are adhered to, including the timely and accurate reporting of financial information.

Marketing

§ Ensures a high level of exposure for Hotel through direct sales solicitation, telephone contacts and written communications.

§ Professionally conducts routine telemarketing activities to identify new business opportunities.

§ Conducts regular Market Surveys and Competitor Research.

Operational

§ Assists to develop, monitor, and evaluate all event related objectives, strategies, marketing plan and action plans with Director of Sales so as to achieve or surpass forecasted revenues.

§ Systematically and efficiently calls on existing and potential clients within location and report findings and opportunities to the Director of Sales.

§ Pre-qualifies and targets major Companies and Government departments, utilising Event database and develop appropriate and effective sales solicitation strategies to increase Hotel’s market share.

§ Plans and makes Sales trips to Companies and Government departments which are our current and potential clienteles to explore into new Event business opportunities.

§ Establishes strong contacts to source for information with regards to companies and government functions/events.

§ Implements all Events action plans related to responsible areas as outlined in the Marketing plan.

§ Carefully plans Sales Calls into defined objectives.

§ Maintains a detailed knowledge of Hotel facilities, features and services.

§ Meets and greets VIP guests upon arrival/departure.

§ Implements the operational standards as per Hyatt International Operation Manuals, establishing the Hotel as the undisputed trendsetter in Event creativity.

§ Works closely with the Executive Chef on creative suggestions and ideas.

§ Reviews and constantly seeks Productivity level improvements of all employees through the process of “taking work out of the system” (when appropriate) and through streamlining of work process.

§ Works closely with other Department Heads in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests.

§ Carries out any other reasonable duties and responsibilities as assigned.

Scope and General Purpose of Job: To assist in providing leadership in all selling activities within the hotel, working closely with the Rooms, Food and Beverage and other revenue-generating departments to maximise sales through the activities of the Events Department and other employees

Responsible to: Director of Sales

Responsible for: Event Planning Manager

Event Planning Executive

Main Duties

Administration

§ Assists to oversee the preparation and update of the Events Departmental Operations Manuals.

§Supports to conduct regular departmental communications meetings and ensures departmental briefings and meetings are effective and conducted as necessary.

§ Ensures that an efficient and accurate filing system, both manual as well as electronically is maintained at all times.

§ Utilises technology tools such as Opera’s Guest History and Reserve to achieve the fullest potential in Events revenues.

§ Maintains complete and supported records of all Events Agreements, Contracts and Quotations for the Hotel.

§ Assists to establish an efficient Event/Function Sales record to ensure that all businesses booked are properly tracked.

§ Provides accurate reporting of booked Event/Function to the Sales Coordinator for monthly consolidation.

§ Conduct resort WOW Site inspection, and ensure all logistic arrangement are well-organized

§ Handle Wedding booking, Event only booking as one stop shop, MICE booking (by market to be discussed)

§ Achieve personal Sales goal, Sales team goal, and Hotel Revenue Budget

Customer Service

§ Entertains and conducts site inspections to relevant Companies representatives/ Government official / delegates whenever required.

§ Spends time in each function/ event to ensure that the functions/ event are managed well by the Conferences and Banquets team.

§ Liaises and works closely with the related operation departments ensuring guest's requests and expectations are being met.

§ Gathers guest’s comments and provides feedback to the Food and Beverage, both Culinary and Service ensuring that the quality of the products and services are consistent with guest’s requirement and expectation.

§ Handles guest and employee’s inquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found and ensures a prompt follow-up.

§ Maintains positive guest and colleague interactions with good working relationships.

Financial

§ Maximises employee productivity through the use of multi-skilling, multi-tasking and flexible scheduling to meet the financial goals of the business as well as the expectations of the guests.

§ Achieves the monthly and annual personal target and the Sales revenue in Room and Event.

§ Assists with the preparation of the annual Marketing Business Plan ensuring Divisional Objectives fully address business objectives of the Hotel and needs of employees.

§ Continuously seeks ways to maximise revenues and profits by cross selling and upselling other facilities and service.

§ Ensures that all hotel, company and local rules, policies and regulations relating to financial record keeping, money handling and licensing are adhered to, including the timely and accurate reporting of financial information.

Marketing

§ Ensures a high level of exposure for Hotel through direct sales solicitation, telephone contacts and written communications.

§ Professionally conducts routine telemarketing activities to identify new business opportunities.

§ Conducts regular Market Surveys and Competitor Research.

Operational

§ Assists to develop, monitor, and evaluate all event related objectives, strategies, marketing plan and action plans with Director of Sales so as to achieve or surpass forecasted revenues.

§ Systematically and efficiently calls on existing and potential clients within location and report findings and opportunities to the Director of Sales.

§ Pre-qualifies and targets major Companies and Government departments, utilising Event database and develop appropriate and effective sales solicitation strategies to increase Hotel’s market share.

§ Plans and makes Sales trips to Companies and Government departments which are our current and potential clienteles to explore into new Event business opportunities.

§ Establishes strong contacts to source for information with regards to companies and government functions/events.

§ Implements all Events action plans related to responsible areas as outlined in the Marketing plan.

§ Carefully plans Sales Calls into defined objectives.

§ Maintains a detailed knowledge of Hotel facilities, features and services.

§ Meets and greets VIP guests upon arrival/departure.

§ Implements the operational standards as per Hyatt International Operation Manuals, establishing the Hotel as the undisputed trendsetter in Event creativity.

§ Works closely with the Executive Chef on creative suggestions and ideas.

§ Reviews and constantly seeks Productivity level improvements of all employees through the process of “taking work out of the system” (when appropriate) and through streamlining of work process.

§ Works closely with other Department Heads in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests.

§ Carries out any other reasonable duties and responsibilities as assigned.

Minimum requirements

3 years of experience in the same position

Pre-opening experience is preferable

Luxury background in resort and urban city

Excellent communication skills in both spoken and written English and Vietnamese

Minimum requirements

3 years of experience in the same position

Pre-opening experience is preferable

Luxury background in resort and urban city

Excellent communication skills in both spoken and written English and Vietnamese