Groups Meetings

6 months ago

Auckland City, New Zealand Hilton Full time

**About Hilton Auckland**

Our nautically-inspired 5-star hotel sits on the end of Princes Wharf, home to a wide variety of fine shops, restaurants, and bars. With seven flexible function spaces, we host carbon neutral meetings for up to 750 guests

We are looking for a
**Groups, Meetings, & Events Manager**
lead our Conference & Events team to high achievements. This role is responsible for the successful handling of groups involving 10 or more guestrooms and ensures effective communication with clients and efficient coordination with departments concerned, under the general guidance and supervision of the Director of Banquet Sales, maximizing business opportunities.

**What will I be doing?**

**This role involves**:

- Liaise closely with the GM&E team in proposing the best deal when handling leads / inquiries (pricing strategy, special requirements) passed over, in order to convert the leads / inquiries to confirmed events.
- Devise strategic conversion plans by quarters with close collaboration with Commercial Director and forward pipeline planning
- Prepare proposals and contracts for leads, addressing inquiries received from Sales Managers.
- Follow through from negotiation until departure for events assigned.
- Liaise with clients on finalizing details and give professional advice on set-ups and planning of events.
- Practice up-selling at all opportunities to maximize revenue.
- Ensure effective communication with clients and internal departments.
- Responsible for the dissemination of groups related information to other departments e. g. issues on banquet event orders and group resumes as well as chair pre-event meetings.
- Maintain close coordination with respective departments on organizers' requirements and last-minute event requirements.
- Be visible to organizers and clients during their event / group dates and monitor guest satisfaction.
- Oversee the operation of banquet functions and work closely with various departments to ensure quality service is delivered to our clients at all times.
- Regularly review master account postings to ensure postings are correctly done.
- Review bills with organizers regularly so as to eliminate adjustments needed on final invoices.
- Maintain close communication with concerned Sales Managers during the process.
- Involve concerned Sales Managers during post-event meetings and post-event follow-ups such as sending thank you letters and post-event critique forms together.
- Verify total charges and layout of invoices prepared by the Accounts team and send out to organizers.
- Obtain feedback from clients and follow through with the necessary actions.
- Refer leads and send event profile information to relevant sister hotels, NSO / ISO (if any).
- Maintain the active event profile database and group chart.
- Establish and maintain files of major accounts, assisting the Director of Banquet Sales in maintaining the accounts management system.
- Establish good working relationships with internal customers (other departments of the hotel) and external customers (clients, event contractors, suppliers).
- Actively participate in achieving departmental goals which contribute to marketing budget.
- Closely monitor account revenue and business production.
- Provide feedback on market trends and keep updated with client relationships and overall business goals through close communication with Banquet Sales Managers and the Director of Banquet Sales.
- Assist Banquet Sales in the forecasting of group room nights and banquet revenue.
- Arrange relationship building visitations when necessary.
- Cross-sell other Hilton hotels.
- Handle inquiries for re-booking of business and new leads when Sales Managers are not available.
- Closely communicate with concerned Sales Managers regarding the progress of negotiation processes.
- Conduct site inspections for potential clients when Banquet Sales Managers / Coordinators are not available.
- Attend regular communication meetings with operations staff to update on event details.
- Ensure effective and close communication within the department and other departments.
- Maintain timely and responsive communication with clients.
- Liaise with the Food & Beverage department in ensuring that the hotel hygiene and food safety control standards are maintained.
- Always ensure that a hospitable service atmosphere is projected at all times in the hospitality business.
- Carry out any other reasonable duties and responsibilities as assigned.
- The Management reserves the right to make changes to this job description at its sole discretion and without advance notice

**What are we looking for?**
- University graduate.
- Minimum 3 years of experience in a similar capacity with international chain hotels.
- Excellent command of written and spoken English to meet business needs.
- Good team player and able to manage by example.
- Good communication, interpersonal, presentation and organizational skills.
- Have hotel sales experience and hotel da

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