Event Services Manager

Job Description

Job Description

Company Description

Join the team responsible for crafting a fresh landmark that emphasizes cultural appreciation among colleagues and the pursuit of greatness. At Raffles Boston, we recognize the immense worth of our distinct cultural heritage, and we are dedicated to ensuring that it is comprehended and embraced by each team member. This commitment begins the instant a prospective colleague connects with us and extends throughout their entire journey with the hotel.

Job Description

Event Services Manager is responsible primariy for detailing of groups and events, handling all planning details for room blocks and events that have been confirmed by the Event  & Group Sales teams. They will proactively communicate with clients to plan all necessary details for in house room blocks and events, in accordance with contractual agreements and hotel policies. He/she will conduct all communication and business with the highest standard of luxury. The Event Services Manager will also contribute to administrative and office responsibilities as assigned in an effort to support the operations of the Sales and Event Sales  departments.

• Conducts tours of the hotel event space and guestrooms; entertains as necessary during planning stages and otherwise as appropriate.
• Per assigned Groups and Events, discusses rooms and catering requirements calculates costs, negotiates price and prepares sales proposals and agreements, suggests menu modifications in response to customer needs, and up sell services and resources to clients whenever possible.
• Manages all logistics for events booked directly and effectively acts as the liaison to the various hotel departments to ensure top execution. 
• Contact clients and confirm program, dates, times, event space requirement, expected attendance and other pertinent details.
• Assist clients with guest room reservations, accounting procedures, food and beverage selections, audiovisual needs, equipment rental, vendor referrals, transportation, recreational activities, and any other assistance needed.
• Maintain pricing integrity and propose upscale menus for all groups.
• In a timely manner per standards, prepare Event Orders for all events, prepare group resumes and work with all departments of hotel involved in execution of respective events.  Coordinate accurate, up to date changes and communicate them effectively.
• Adjust event space in order to ensure maximum potential revenues.
• Payment– Establish payment methods for all events and master billed guestrooms.
• Conduct Pre and Post Convention meetings.
• Assists the client in menu planning; coordinates food, beverage, meeting room set-up, and other services as requested by the client; assures that all requirements are communicated and completed to the clients specifications.
• Participate in daily lead meeting to maximize revenues and communicate potential new business, weekly catering sales meeting, daily EO meetings as necessary and monthly department meetings
• Attend EO meetings, Weekly Resume meetings, Group Pick-Up meetings and Departmental meetings.
• Prepare addendum agreements for any in-conjunction business that may emerge following the original contract phase.
• Finalize Programs – Develop menus and agendas, insure EOs are issued, and complete all pertinent correspondence with outside vendors.
• Present for client events at the hotel to insure a smooth delivery of arrangements
• Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction within 24 hours.
• Develop a full working knowledge of the operations of the hotel, including Food and Beverage, Guest Services and Reservations.
• Develop a complete knowledge of company and department sales and catering policies and SOP’s, and ensure knowledge of and adherence to those policies by the sales team.
• Meet or exceed set food and beverage goals through upselling and flexible scheduling
• Assist in the preparation of required reports in a timely manner.
• Conduct a professional, thorough site inspection of the hotel with clients, exhibiting key features and benefits of the property.
• Use your property’s computerized sales management system to manage the hotel’s business, including (but not limited to) generating reports, entering business, blocking space and building accounts.
• Meet and greet onsite contacts.
• Be present throughout on-site programs, sometimes occurring on weekends or evenings.
• Review meeting planner evaluations with the Director of Catering to ensure that issues receive follow-up.
• Accurately forecasts individual booking revenues and cancellations; accurately tracks consumption on all bookings.
• Responsible for meeting and exceeding personal sales food, beverage and rental revenue budget and goals, monthly, quarterly and yearly.
• Discusses event/program requirements, calculates costs, negotiates price and prepares sales proposals, suggests menu modifications in response to customer needs, and up sell services and resources to clients whenever possible.
• Maintains ongoing contact with active accounts alongside the assigned seller to promote repeat business; continuous contact with existing/assigned accounts to identify the need for additional catering services.
• Promotes catering services, food and beverage and event facilities through direct client contact to maximize profits from food & beverage revenues and meeting room rental.
• Know relevant policies including menus and pricing, food handling, cancellations, service charges, guarantees, payment, shipping and receiving, etc.
• Clearly communicates details of events to client and hotel departments via event orders and internal meetings
• Approach all encounters with guests and employees in a friendly, service-oriented manner.
• Maintain regular attendance in compliance with Accor and Raffles Boston Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which include adhering to the proper dress code and wearing nametag while working.
• Comply at all times with Accor standards and regulations to encourage safe and efficient hotel operations.
• Adhere to all Raffles Boston Sales & Catering Standards and procedures including appropriate trainings
• Other duties as assigned

Qualifications

Education & Experience:

• At least 4 years of hotel sales and event services experience, preferably in the Boston market.

Physical Requirements:

• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move object.

General Requirements:

• Must be able to effectively communicate both verbally and written with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with the Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming.
• Comply with the Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
• Must be familiar with and able to easily interpret contractual language.
• Must be able to maintain confidentiality of information.
• Perform other duties as requested by management.

Additional Information

• Salary Range: from $82,000 to $85,000
• Employee benefit card offering discounted rates in Accor worldwide for you and your family. 
• Excellent Company benefits including medical, dental, vision and life insurance. 
• Personalized development opportunities across Accor's extensive brand portfolio.  
• Ability to make a difference through our Corporate Social Responsibility activities