events sales executive
Beach Rotana
Total years of experience :16 years, 10 Months
Sales Executive for Events
• Serves as a backbone to Sales Department, working closely with the Cluster DOS, coordinating with mostly all segments ( MICE, Corporate and Travel Trade and Banquets)
• In-charge of seven (7) modern conference and meeting venues as well as MICE bookings
• Maintains a personal up-to-date knowledge on all Rotana Hotels product and service offerings, and the products, services, rates and new developments of key competitors, and an awareness of general industry trends
• Ensures offers and negotiations for additional services (upselling) meet the criteria following booking rules, pattern and pricing
• Identifies operational limitations and deliver according to what was promised; Thus, ensuring close cooperation with the F&B department
• Responsible for following up contracts, agreements and forms for all groups/events booked, following processes and procedures. Maintaining files with all required information and/or documentation pre/post events (initial request, proposal, relevant information, signed contract, BEO’s, DTCM requirements etc.)
• Works closely with Cluster DOS/F&B Outlet Manager and Revenue Manager to be able to adapt and convert business
• Ensures all leads are converted into business
• Responsible for revenue maximization and utilization of meeting space
• Selling additional services to groups/events during pre-planning stage
• Builds strong relationships with clients and ensure opportunities for repeat business
• Ensures knowledge and understanding of Opera Sales keeping up with any updates in the system
• Takes responsibility for my own professional development, ensuring that I have the financial literacy, negotiation and face-to-face selling skills needed to successfully do my job
• Act as the point of contact between the manager and internal/external clients
• Screen and direct phone calls and distribute correspondence
• Handle requests and queries appropriately
• Manage diary and schedule meetings and appointments
• Make travel arrangements
• Take dictation and minutes of meetings
• Produce reports, presentations and briefs
• Devise and maintain office filing system
• Liaising and networking with a range of clients including customers, colleagues, suppliers and partner organizations
• Communicating with target audiences and managing customer relationships
• Sourcing advertising opportunities and placing adverts in the magazine - local and specialist publications - or on the radio, depending on the organization and the campaign
• Managing the production of marketing materials, including leaflets, posters, flyers etc
• Writing and proofreading copy
• Liaising with designers and printers
• Organizing photo shoots
• Arranging the effective distribution of marketing materials
• Maintaining and updating customer databases
• Organizing and attending events such as health and wellness, coffee mornings, ladies networking night and exhibitions
• Sourcing and securing sponsorship
• Conducting market research, for example using customer questionnaires and focus groups
• Contributing to, and developing, marketing plans and strategies
• Managing budgets
• Evaluating marketing campaigns
• Monitoring competitor activity
• Supporting the marketing manager and other colleagues
• Managing of Website calendar of events and Social Media networks such as facebook, twitter and Instagram
• Process all travel requirements like DFS flights, commercial flights, visas, meet and greet, and hotel accommodation for joining, exit, business, annual and emergency leave itineraries relating to employees may it be at company’s cost or personal request.
• Liaise effectively with HR Dept so that any travel arrangements booked fit in with approved leave if relevant, including subsequent charges
• Ensure that all staff travel needs are satisfactorily met and delivered with the highest standards of service
• Liaise with airlines in relation to any schedule changes, resolve knock on problems and advise affected staff in a courteous and timely manner
• To accurately prepare scheduled and ad hoc reports for accounts or management team when requested
• Develop and maintain excellent relationships with all travel suppliers
• Upon request carry out duties relating to the effective operation of the Travel Sales team
• Maximizes the company’s ability to negotiate discounted rates with preferred suppliers and reduce travel expenses
• Other duties as assigned by the Travel Sales Manager
• Generate and Maintain an organized, systematic and updated filing system (hard copies and
hard disk back-up), in order to ensure easy accessibility to required data and avail loss of data from the hardware
• Prepare the Sales Team’s Corporate Offer Letters and ensure it is reviewed and properly checked before handing it for signature
• Handle all incoming calls and guests’ enquiries in the absence of the Sales Team and maintain a prompt and accurate follow up and trace system for the correspondences
• Maintain adequate stock of office supplies, initiate requisition, and replenish Brochures, Fact Sheets and promotion flyers
• Ensure all the weekly and monthly reports are submitted on time and that all correspondence and offers are responded to - within 24 hours
• Report any Equipment failure / problems to the Maintenance Department
• Participate in any Training / Development schemes as recommended by the Senior Management
• Perform administrative functions for the Associate Vice President - Sales and Revenue, Director of Sales, Sales Manager and the Sales team
• Coordinate and managed multiple projects and priorities
• Maintain detailed, accurate and up-to-date client files
• Coordinate the scheduling of exhibition, trade shows and trade organization meetings
• Perform follow-up meetings with clients as part of the sales feedback team
• Organize company hospitality functions
• Responsible in daily update of Netrez/CRS especially for new rates
• Responsible in updating the rates and parity in Utell/CRS & ROL and Opera
• Responsible in updating group bookings and status
• On a daily basis, check the black out trays if no booking was done
• Submit Monthly Report on time
• Follow up group and individual reservations
• Make a courtesy call to the top 25 bookers each month
• Updating the rate structure / room allocations of tour operators according to the seasons
• Make a call to the top 25 turn away guest, ask the reason of the said refusal
• Standard procedure of keeping the Reservation correspondents is at all times observed
• Charge the no show reservations according to the hotel policies & procedures and
according to the guaranty document (communicates with forms)
• Promote efficiency, confidence, courtesy and an extremely high standard of social skills
• Promote and ensure good inter-departmental relations
• Display a pleasant manner and positive attitude at all times and to promote a good company image to guests and colleagues
• Demonstrate pride in the workplace and personal appearance at all times when representing the hotel thus identifying a high level of commitment
Responsible for all individual tourist and group bookings made by clients on the phone, email or fax
• Responsible for reservation quality check
• Filling up Reservation Forms/Correspondence in an established filing system
• Organizing Visa/ Marhaba / Airport Pick-up arrangement of guest as per hotel policy
• Delivering Month-End Reports
• Handle IFH Calls in a professional manner with scores over 95% each month
• Place, receive and route a high volume of calls through an electric switchboard.
• Book for guest airline tickets, restaurants and the like
• Process replies on own initiative or from boss’ dictation or notes/ Compose correspondence/reports for direct supervisor
• Record and give wake-up calls
• Report system difficulties
• Supply information to callers, relays messages to guests
• Update mail/phone directories, events and follow-ups on all guest requests
• Update daily comparison report for suites
• Update roster and amending schedules for Front Office Dept. in Oasys (Citrix Metaframe)
• In-charge of placing order and requisition request in FBM system
