C&E Coordinator

Hilton; Gurugram District; On-site; INR 350,000 - 520,000; Full time

Job summary

Hilton Gurugram is seeking an administrative support associate to join the Banquet Sales team. You will file and store reservation forms and reports, record guest preferences, and handle telephone and fax inquiries.

You will coordinate with Revenue Manager on room availability, forecasts, and event details, and assist in preparing proposals, Letters of Agreement, and post-event summaries. A strong sense of hospitality and organization is essential.

Qualifications

• Maintain proper filing & trace system for the department.
• Handle incoming telephone and fax inquiries and provide initial suggestions on sales enquiries.
• Assist the Banquet Sales Managers in liaising with other departments for information.

Responsibilities

• File and archive reservation forms and reports neatly.
• Coordinate with Revenue Manager on room status and availability forecasting.
• Confirm reservation requests with Revenue Manager during peak periods.
• Liaise with travel agents and companies for rate letters and accounts.
• Handle telephone calls and guest requests, providing information and assistance.
• Assist in drafting and filing proposals, Letters of Agreement, banquet event orders, and post-event summaries.
• Maintain department filing, trace systems, and stock of stationery and supplies.
• Conduct site inspections if required.

Job description

Job DescriptionEnsure that at the end of the month all reservation forms/reports & records are neatly and accurately filed and stored.

• Ensure all Travel Agents and companies rate letters are filled alphabetically.
• Incorporate guest preferences and other necessary details in guest history. To use guest relations input also for this job.
• Determine daily room requirements by checking position and forecasting.
• Maintain proper room status control and upkeep of future availability in coordination with Revenue Manager.
• All reservations requests to be confirmed in co-ordination with Revenue Manager during high occupancy period.
• Coordinate with purchase for timely execution of purchase indents.
• Build and strengthen liaison with key people of companies and travel agents on an ongoing basis
• Handle incoming telephone calls.
• Handle incoming and outgoing correspondence of designated Banquet Sales Managers.
• Responsible for assisting the managers in typing / filing correspondence such as proposals, Letters of Agreement, banquet event orders, group resumes, thank you letters, post event summaries, etc.
• Handle photocopying and distribution of all correspondence such as memos, banquet event orders, Letters of Agreement, resumes, etc. to concerned departments.
• Maintain a proper filing and trace system for the department.
• Responsible for maintaining the general tidiness of the department and ensuring sufficient stock of stationery and other office supplies.
• Be aware of event details related to the accounts of designated Banquet Sales Managers.
• Assist the Banquet Sales Managers in liaising with other departments for information (e.g. liaise with Banquet operations for floor plans and equipment / liaise with the Chef for special menus, etc.).
• Maintain a good understanding of clients serviced by designated Managers.
• Handle all incoming telephone and fax enquiries and provide initial suggestions on sales enquiries.
• Handle guests’ requests independently by supplying information, contacting concerned departments to assist in guests’ requests and needs.
• Update the group chart and prepare relevant reports.
• Conduct site inspections if required.
• Responsible for sending out the post-event critique forms with thank you letters at the end of each event.
• Assist in ad-hoc projects as assigned by the supervising Banquet Managers and / or Director of Banquet Sales / Assistant Director of Banquet Sales.
• Maintain the highest standard of professionalism, ethics and attitude towards clients and colleagues.
• Be aware of the hotel hygiene and food safety control standards and procedures in handling complaints on food hygiene (e.g. food poisoning).
• 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.