Events Administrator

Complete the daily administrative tasks related to the Event planning department; support the event planning team during the planning stage of certain events. Full responsibility of handling internal events; Follow up on special banquet event arrangements and standards to ensure compliance.

  Skills and Knowledge

Understand group and catering positioning of the hotel. Attention to details

Confident and quick learner Problem solving skills

Organization skills and multitasking

Understanding of capacities and catering styles of the hotel

Understanding of how the different departments within the hotel are linked to each other Effective communication skills and professional use of English language

Distribute information in a concise, well-organized and detailed manner Quick intuitive response and action

Balanced Scorecard Results: Implements strategies and executes activities to drive and continuously improve financial results, guest satisfaction, human capital index and market share.

Essential Functions

• Act as a support to the event coordinators, executives and managers
• Administrative event execution as highlighted by the Sr. management of the department. This will vary depending of business needs & department requirements.
• In charge of the (digital) event signage throughout the hotel.
• Prepare weekly ESS reports. Prepare reports & coordinate requirements for the ESS (event satisfaction survey) meeting.
• Handle daily/ weekly tasks to include; preparing the BEO meeting material, daily distribution of event details to the rest of the hotel, managing meal vouchers, weekly Group Resume/ BEO distribution, valet forecast, events overview, business calendar, etc.
• Daily actualization of the event manager’s events by checking the actual revenue in Opera and changing the status to actual in the system.
• Filing of paperwork ( e.g. Post event filing, MRW filing, etc.) according to Marriott Standards
• Handling 15-min training topics, monthly training calendar & timely submission to HR.
• Handling of the purchasing tool, raising Purchase Orders (PO’s), dealing with finance and other system support.
• Handling department payroll
• Designing floor plans in the hotels floorplan tool.

• Handles all the Internal meetings
• Handles External meetings equal to or less than 50 pax/ 50 rooms per night assigned.
• Focus to communicate and deliver outstanding events to the customer.
• Focus on future planning potential problems and/or conflicts from a service/planning point of view and solutions towards them to improve guest satisfaction and planning efficiency.
• Finalize the billing process with Billing team/ accounting.
• Strong intuitive support for the event planning team.
• Guidance and support throughout the event.
• Be available as needed during the event phase for their assigned groups,
• Attend and prepare the daily communication tool; “BEO” meeting.
• Identify up-selling opportunities. Up-sell last minute items accurately.
• Show around in connection with in-house functions.
• Coordinate welcome packages and thank you letters/gifts.
• Performs other related tasks as assigned by management.

This list is meant to be representative of the common responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, it is not exhaustive. Management reserves the right to revise this job description or to require that other or different tasks be performed when circumstances change (i.e. emergencies, changes in personnel, workload, rush jobs, or technological developments).

Communication

• Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one’s voice, using the callers’ name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
• Speak to guests and co-workers using clear, appropriate and professional language.
• Talk with and listen to other employees to effectively exchange information.

Working with Others

• Support all co-workers and treat them with dignity and respect.
• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality. Develop and maintain positive and productive working relationships with other employees and departments.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.

Quality Assurance/Quality Improvement

• Comply with quality assurance expectations and standards, e.g. GuestVoice and JW Marriott Brand Standard Audit.

Physical Tasks

• Enter and locate work-related information using computers and/or point of sale systems.
• Stand, sit, or walk for an extended period of time or for an entire work shift.
• Read and visually verify information in a variety of formats (e.g., small print).
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Working with Others

• Develop and maintain positive and productive working relationships with other employees and departments.
• Support all co-workers and treat them with dignity and respect.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.
• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.

Safety and Security

• Report work related accidents, or other injuries immediately upon occurrence to manager/director.
• Ensure working area is kept clean and tidy and free of health & safety hazards.