– Managing multiple projects simultaneously – Collaborating with various departments and team members – Overseeing reservations process for maximum occupancy and revenue optimization – Ensuring guest satisfaction – Leading the reservations team – Coordinating with departments like Reception, F&B, and Housekeeping – Maintaining booking systems – Communicating with guests and travel partners This role requires exceptional organizational skills, attention to detail, and strong communication abilities. Scope of the Role The Senior Coordinator will work closely with upper management and may oversee a team of junior coordinators or administrative staff. The role encompasses planning, execution, and supervision of a diverse range of events, including business functions, promotional events, and social gatherings. Nature of the Job &Key Responsibilities Event Planning and Coordination o Strategy Development : Collaborate with management to create strategies that enhance event success. o Vendor Coordination : Work with vendors to ensure events meet and exceed guest expectations. Team Oversight o Supervision : Guide and supervise junior coordinators or administrative staff. o Collaboration : Foster an environment of effective communication among team members. Communication and Liaison o Management Communication : Maintain open lines of communication with upper management to align event objectives with organizational goals. o Primary Contact : Serve as the main liaison for vendors and clients to ensure seamless event execution. Client Interaction and Engagement o Inquiry Management : Efficiently handle inquiries across platforms like phone, email, website, WhatsApp, and Instagram using SOPs. o Quotation Follow-ups : Diligently follow up on quotations and necessary adjustments. o Client Conversion : Conduct venue viewings and utilize sales skills to convert prospective clients into bookings. o Upselling : Enhance event revenues through strategic upselling during events. Sales and Documentation o Sales Documentation : Collect and accurately file all client details and necessary documents. o File Organization : Maintain organized systems for records, reports, and documents. · Communication and Administration o Professional Correspondence : Communicate professionally with clients via phone and email, ensuring proficiency in relevant systems and tools. o Office Administration : Prepare wedding documentation and client forms for appointments and coordinate bookings. o Mock Tables and Tastings : Assist with scheduling and attending mock tables or tastings as needed. Event Coordination and Execution o Final Appointments : Conduct final appointments, ensuring all documents are completed and distributed for each function. Industry Awareness and Special Requests o Competitive Analysis : Stay abreast of industry trends, competition rates, and offers. o Internal Campaigns : Maintain knowledge of company campaigns, promotions, and special offers. o Special Situations : Address unique requests or situations outside standard requirements. Service Excellence o Service Standards : Achieve optimal service standards, aligning with the company’s profit objectives, philosophy, and policies. Reports and Forecasts o Occupancy Forecasts : Prepare and forward occupancy forecasts. o Function and Wedding Lists : Compile and forward function and wedding lists. o Conversion Tracking: Track and compile data on reservations and function/wedding conversions. o Weekly Forecasts : Prepare business schedule for the upcoming week, including all function sheets. · Managing Property Management System (PMS) System Clean-up : Ensure all bookings in the system, 2 weeks out, are confirmed. No bookings within the week should be left unconfirmed, as this affects staff rostering. Dry Hire Takeover: When booking a full lodge dry hire, immediately block off all rooms on the system. This role demands a combination of excellent communication skills, organizational abilities, and a proactive approach to client service and event management.
