Events Coordinator

Focus Hotels Management Limited; Derry/Londonderry; On-site; GBP 26,000 - 36,000; Full time

Job summary

Focus Hotels Management Limited is seeking an Events Coordinator to drive profitability and guest experience in the events department. You will manage reservations end-to-end, sustain superior client service, and coordinate with hotel departments to ensure flawless events and strong internal/external relationships.

You will lead pricing, promotions, and forecasting efforts, while coaching the reservations team and aligning with Finance on invoicing.

Qualifications

• Customer-focused events coordination experience preferred.
• Strong communication and relationship-building skills.
• Ability to manage multiple tasks with attention to detail.

Responsibilities

• Strategically manage all aspects of the reservations department to optimise operations and revenue.
• Proactively handle sales enquiries and convert them into bookings while maintaining standards.
• Review historical trends and refresh selling strategies, policies, and promotions.
• Conduct weekly competitor rate checks to ensure competitive pricing.
• Maintain 52-week daily pricing and review it daily, weekly and monthly.
• Input all reservations directly onto the PMS with accuracy and filing discipline.
• Perform daily correspondence checks in line with company standards.
• Ensure referral procedures are known and followed when denying enquiries with a professional approach.
• Handle no-shows and cancellation charges for accurate financial reporting.
• Collaborate with the finance team on charging and invoicing processes.
• Contribute to sales through show rounds and Fam Trips to convert business.
• Log Rooms & M&E business daily/weekly/monthly for analysis and integrity.
• Work with GM and Reservations/M&E teams to create a year planner for peaks and trends.
• Compile weekly forecasts for Group Revenue Manager approval.
• Identify market trends and coordinate sales activities with leadership and central teams.
• Participate in annual budgeting and Sales Action Plan development.
• Maintain a professional appearance and demeanor for visitors and clients.

Job description

Job overview

As Events Coordinator, you are the driving force behind the success and profitability of the events department. You are not just managing logistics; you are an essential partner in creating flawless, memorable experiences that delight our guests and build our hotel's reputation.

You will provide a consistently high level of service to all clients, companies, and agents. You will handle every interaction with warmth, empathy, and professionalism, ensuring their needs are met from the first inquiry to the final goodbye. You will oversee the entire administrative process for all bookings with precision and integrity. This includes managing transparent and timely communication across all hotel departments to guarantee a seamless and efficient operation. You will collaborate with colleagues across every department, acting as a unified team to ensure every event is a resounding success. By building strong internal and external relationships, you will foster a supportive and productive work environment where everyone is invested in a shared goal.

Key Accountabilities

• Strategically manage all aspects of the reservations department, applying your expertise to optimise operations and drive key performance indicators.

• Ensure all sales enquiries are dealt with proactively, and successfully converted into confirmed bookings, adhering to agreed Company standards, demonstrating a commitment to expertise and revenue generation.
• Maintain a deep understanding of historical business trends, reviewing and refreshing the hotel’s sales selling strategy, letting policy, and promotions to maximise market positioning.
• Conduct weekly competitor rate checks to ensure the hotel's price point in the market remains competitive and optimal for revenue, reflecting diligent expertise.
• Ensure 52-week daily pricing is meticulously set and reviewed on a daily, weekly, and monthly basis, demonstrating a commitment to precise revenue management.
• Ensure all reservations are accurately inputted directly onto the PMS computer system, maintaining an organised and accurate filing system, upholding integrity in data management.
• Conduct daily correspondence checks to ensure adherence to company standards, reflecting attention to detail and integrity.
• Ensure the team is fully aware of referral procedures when denying enquiries, using a professional approach even in challenging situations and maintaining people first service.
• Ensure that no-shows and cancellation charges are dealt with daily, contributing to accurate financial reporting.
• Work closely with the hotel finance team to ensure all processes and policies regarding charging and invoicing are adhered to, using strong inter-departmental partnership and financial integrity.
• Actively participate in converting business and generating sales through impactful show rounds and ‘Fam Trips’, showcasing your sales expertise.
• Ensure that Rooms & M&E business is meticulously logged daily, weekly, and monthly by the Reservations/M&E team, providing accurate data for analysis and integrity.
• Collaborate with the General Manager and the Reservations/M&E teams to develop a comprehensive year planner, identifying and managing seasonal peaks and business trends, thereby maximizing yield and achieving rooms budget through shared expertise and partnership.
• Ensure that the weekly forecast is accurately compiled, reviewed, and submitted to the Group Revenue Manager before final submission.
• Help identify market trends and coordinate sales activities accordingly with the General Manager and Central Sales/Revenue teams, using collective expertise for strategic alignment and partnership.
• Take an active role in the annual budgeting process and the development of the Sales Action Plan with the General Manager.
• Ensure a professional appearance and manner are consistently displayed to all visitors, resulting in positive public relations both internally and externally for the Sales Team, enhancing the hotel's reputation and reflecting integrity.

• Utilise historical and forecast information with precision to maximise hotel occupancy, revenue, and yield, ensuring adherence to company procedures.
• Actively encourage and develop the reservations team through targeted training and coaching, empowering them to identify and secure revenue opportunities.
• Collaborate effectively with other hotel departments to ensure seamless communication and guest experience, exemplifying strong Partnership.

The above is designed to help you in the understanding of your role and is not intended to be a definitive list of your duties, as flexibility in meeting Company and guests’ needs is required by all employees. The colleague will also perform other reasonable business duties as signed by the line manager.

I confirm that I have read and agree this Job Description, explaining the main duties of my job and accept that any of the tasks may be modified or changed. I accept responsibility for knowing the modifications and / or changes in this job description.