Job Description For Banquet

Coordinator in Hotels
POSITION TITLE: Banquet Sales Coordinator / Catering Coordinator
REPORTS TO: Director of Sales / F&B Manager / Banquet Manager / Director
of Catering & Banquets
POSITION SUMMARY:
Responsible to meet, make introduction and ensure that all arrangement and
requirements are gathered with the function host prior to function. Read and
analyse Banquet event order (BEO) / Banquet Function Plan (FP) in order to
gather guests requirements, determine proper set up, buffet, audio visuals,
time line and also give attention to any special guest needs.
DUTIES AND RESPONSIBILITIES:
1. Establish and improve the reputation of the hotel by offering a very
personalized style of service as per the hotels standard operating
procedures.
2. Timely attend all the telephone calls using clear and professional
language, and answer telephones using appropriate telephone etiquette .
3. Answer phone, direct to appropriate person and / or take messages.
4. Assist with typing of the Banquet and Sales correspondence, i.e.
answering mail, confirming banquet arrangements, menus, BEO, FP, memos
etc.
5. Promptly respond to all inquiries.
6. Compose, publish and distribute Banquet event order (BEO) / Banquet
Function Plan (FP) to all department heads and personnel who are involved in
servicing banquets function.
7. Work with management and other heads of departments at all times and
assist in carrying out special requirements and duties necessary in adding to
the guests general comfort and well being.
8. Distribute promptly to all departments about notice of any change in the
Banquet event order (BEO) / Banquet Function Plan (FP).
9. Prepare signage and menu items for all banquet events function.
10. Study requirements of all booked banquets and functions to familiarize
and ascertain the possibility of selling additional facilities, to produce extra
revenue.
11. Sending Banquet event proposals to the guests and being in timely
contact with them.
12. Call customers to remind before for cut-off dates.
13. Develop and maintain positive working relationships with others, and
support team to reach common goals.
14. Ensure prompt responses for all enquiry through telephone, fax and
emails.
15. Ensure that all the administrative documents are prepared for the hotel
sales team.
16. Act as a liaison between all related hotel departments and host of the
function.
17. Ensure orders and requisitions for the Catering and Banquet departments
are completed.
18. Responsible to attend periodic sales meetings and circulate minutes of
the meetings and regular follow up's.
19. Respond and act upon any special requirement which function host had
requested.
20. Maintaining the entire sales correspondence data base.
21. Maintain departmental reports and procedures.
22. Maintain all client information and folders.
23. Coordinate with Banquet operations on a timely basis to ensure complete
customer satisfaction.
24. Updating DSR (Daily sales Report) and revenue projection on a daily
bases.
25. Update Catering and Banquets calendar on the Sales and Catering
software.
26. Perform all duties as deemed necessary for the success of the
department.
PREREQUISITES:
A courteous, polite and well-spoken hotelier who is highly efficient and has
excellent organizational skills and possess good team spirit. Should have a
passion for providing the highest standards of service to the guests. Helpful
and approachable to the guest and having the ability to promote hotel
catering and events facilities and maximize sales opportunities at all times.
EDUCATION:
Bachelor of Hotel Management or Degree in Hospitality/Tourism/Hotel
Management, Marketing or equivalent. Proficient in Microsoft Office
applications. Experience in Property Management Software's, Delphi Sales
and Catering, Opera Sales and Catering an added advantage.
EXPERIENCE:
Minimum 1 to 2 years work experience as a Sales Coordinator or Banquet
coordinator major hotel required. Possess excellent customer care and
interpersonal skills. Excellent communication skills necessary
Job Description :

Overall responsibility of Sales Generation for High End / Exclusive Banquets &
Events

Achieve the Annual Sales Budget

Growth of business through retention of key accounts & developing of new accounts
in Corporate Sector for Banquets & Events

Be a one point of contact & a consultant to guest from the first call till the day of the
event

Contracting bookings and raising invoices

Responding to and coordinating all internal meeting requests

Assisting in implementing the sales strategy as set by the Sales manager

Plan and carry out direct sales activities as per agreed budgets, sales volumes and
values