Meeting & Events Assistant

Citadines Holborn-Covent Garden London; Camden Town; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Travel allowance

PERKBOX subscription

Employee Assistance Programme

Refer a Friend bonus

Staff incentives

relocation accommodation

Job summary

Citadines Holborn-Covent Garden London is seeking a confident and experienced Meetings & Events Coordinator to join our team. The role focuses on maximising occupancy and revenue for meetings and events while delivering outstanding guest experiences and developing repeat business.

You will manage client inquiries, guide them through the sales process to contract, coordinate function sheets and AV, and liaise with operations to ensure flawless events.

Qualifications

• Previous experience within a customer-focused environment
• Good IT skills, including Microsoft Office applications: Word, Excel, Outlook. Protel/RMS experience is a plus
• Management and maintenance of records, filing systems and databases
• Negotiation and presentation experience
• Experience handling customer complaints/requests
• Excellent communication skills tailored to the client (written and verbal)
• Outstanding interpersonal and organizational skills
• Strong time management with the ability to work autonomously on multiple projects/tasks, establish priorities and meet deadlines
• Ability to work independently yet with a team-oriented mindset
• Ability to perform accurately under pressure, meet deadlines and make decisions
• Pro-active, able to anticipate and diagnose needs/problems and find solutions
• Good influencing and negotiation skills and ability to foster and maintain successful working relationships with internal and external customers
• Adaptable and flexible in approach to work and people
• Tactful, approachable, discreet and diplomatic
• Dynamic, energetic and enthusiastic

Responsibilities

• Achieving high occupancy and rate to reach budgeted revenue, ensuring guest/clients’ needs are met
• Responding to client enquiries professionally and guiding them through the sales process to contract
• Demonstrating exceptional knowledge about the hotel, facilities and services to maximise revenue via upselling
• Ensuring client requirements are reflected in the function sheet and systems
• Closing potential bookings in a timely manner and reconfirming booking terms
• Following up on client experience and seeking repeat business
• Communicating with all departments about changes/confirmations (Emails, BEOs, weekly meetings)
• Coordinating event setup with the team, including AV equipment
• Working with operations to ensure services are provided on the day
• Establishing and maintaining relationships with key customers and stakeholders
• Managing the client database and pursuing reacquisition of passive and new business

Tools

Protel/RMS

Microsoft Office (Word, Excel, Outlook)

Job description

Citadines Holborn-Covent Garden London isseeking a confident and experienced Meetings & Events Co-ordinatortobecome part of our Team.

You will report to the Assistant ResidenceManager/Residence Manager, supporting the property to maximise conversion rates of the hotel'smeetings and events facilities by offering the best customer experience andmaintaining future business, whilst seeking business opportunitiesoverall.

As the Meetings & Events Coordinator youwill be responsible for:

• Achieving high occupancy andrate to reach budgeted revenue, ensuring guest/clients’ needs are metthrough
• Efficiently responding toany client enquiries in the highest professional manner and effectivelylead the client through the sales process until the contract is signed
• Demonstrating exceptionalknowledge about the hotel, its facilities, and services in order tomaximise revenue through active upselling
• Ensuring the clients’requirements and needs are met and reflected in the function sheet andsystems
• Closing potentialbookings in a timely manner and reconfirming the clients’ awareness andacknowledgement of booking confirmation, terms of business andcancellation policy
• Pro-actively follow up onthe clients’ experience and feedback, build rapport and seek returningbusiness opportunities by maintaining a positive and approachable keyrelationship.
• Effectively communicateand ensure that all relevant departments are updated with the latestchanges/confirmations (Emails, BEOs, weekly meetings)
• Work with the team tooperationally ensure functions are set up as per client’s request, arerefreshed, ready and appropriate AV equipment arranged.
• Work closely with theoperational team ensuring that any outstanding meetings and eventsservice are provided on the day
• Establish and maintaingood relationships with key customers (colleagues, clients, contractors,suppliers, stakeholders and external organisations)
• Manage the existingclient database and actively engage in the reacquisition of passivecustomers (lost business) and acquisition of new business.

To be successful in the role of Accounts Assistant, we require:

• Previous experience withina similar role, ideally within a customer focused environment
• Good IT skills, includingMicrosoft Office applications: Word, Excel, Outlook Protel/RMS experience isa plus
• Management and maintenanceof record, filing systems and databases
• Previous negotiation andpresentation experience
• Previous experience ofhandling customer complaints/requests
• Excellent communicationskills tailored to the client (written and verbal)
• Outstanding interpersonaland organisational skills
• Strong time managementwith the ability to work autonomously on a range of projects/tasks, establishpriorities and meet deadlines;
• Ability to workindependently, yet with a team-oriented mind-set
• Ability to performaccurately under pressure, meet deadlines and make decisions
• Pro-active, able toanticipate and diagnose needs/problems and find solutions
• Good influencing andnegotiation skills and ability to foster and maintain successful working relationshipswith internal and external customers
• Adaptable and flexible inapproach to work and people
• Tactful, approachable,discreet and diplomatic
• Dynamic, energetic andenthusiastic

This is your opportunity to be part of our team as an Meeting &Events Coordinator. We focus on your professional and personal development,and we offer:

• Genuine careeropportunities within our business
• Valuable on the jobtraining, along with access to our digital online learning platform andnumerous other learning and development opportunities
• A travel allowance forevery day you work to contribute to your commuting cost
• A PERKBOX subscriptionwith benefits, retail discounts and savings available from your first day
• Employee AssistanceProgramme
• Refer a Friend bonus
• Employee RecognitionAwards Ceremony and company team parties
• Once you pass yourprobation, a special staff rate when staying in our European properties
• Staff incentives when youand your team perform
• (If relocating) 30 days ofrelocation accommodation within one of our properties, whilst you findpermanent lodging

About Us

Citadines is a brand of The Ascott Limited.

At The Ascott Limited, we embrace diversity, equity, and inclusion,welcoming applicants of all backgrounds to create a supportive and thrivingworkplace where everyone can contribute their unique perspectives.

A trusted hospitality company, Ascott’s presence extends across AsiaPacific, Central Asia, Europe, the Middle East, Africa, and the USA. Itsdiversified accommodation offerings span serviced residences, colivingproperties, hotels and independent senior living apartments. Ascott'saward-winning hospitality brands include Ascott, Citadines, lyf, Oakwood, Somerset, The Crest Collection, The Unlimited Collection, Fox, Harris, POP!, Preference, Quest, Vertu and Yello. Through Ascott Star Rewards (ASR), Ascott’sloyalty programme, members enjoy exclusive privileges and offers atparticipating properties.

Trading as: Citadines by The Ascott Limited

Compensation: Competitive salary