Groups and Events Administrator - Sheraton Grand London Park Lane

Job description

POSITION SUMMARY

Job Summary

This position is part of the Groups & Events team who are responsible for reactive sales leads and planning groups, events and conferences for the Hotel.   The Events Co-Ordinator provides administrative support to the Groups & Events team. To ensure all clients and potential clients receive a polite, professional and efficient service, ensuring all Hotel and Marriott standards are maintained and all current legislation is adhered to. Working as part of the team to ensure that all contact with customers and guests transpires to become a reflection of the Hotel’s consistent delivery of the highest standards of product and service. 

Skills and Knowledge 

·  Must have impeccable attention to detail
·  Exceptional organizational skills
·  Ability to multi-task, prioritize
·  Use initiate
·  Strong communication skills (verbal, listening, writing)
·  Strong problem-solving skills
·  Ability to use standard software applications

 

Specific Duties

The following are specific responsibilities and contributions critical to the successful performance of the position:

Group & Events

·  Provide administrative support to the Groups & Events team including but not limited to; holding space in Opera, inputting of rooming lists, updating reservation routings, updating Marriott systems such as Marsha, SFA
·  To assist the client with any special requests efficiently
·  Ensure adherence to all Group & Event Sales administration standards in line with EAME Marriott Standards 
·  Effectively manage time, ensuring the completion of all pre-set tasks on a daily basis.
·  Prepare reports as required by Senior Events Manager or Director of Events Management
·  Complete all Marriott Training within the set timeframe for competition.
·  Ensure a good knowledge of Opera in order to be competent in checking bedroom and function space availability.
·  Create new reservations, modify and cancel existing group reservations in Opera.
·  Monitor rooming list compared to contract and rooms holding and communicate discrepancies to the relevant Team member
·  Ensure you adhere to Event Order distribution timelines and check all Group Recaps and Event Orders are available and checked in time for Hotel distribution. 
·  To liaise and support hotel departments ensuring full co-operation, guest satisfaction and teamwork is maintained.
·  To be fully conversant with the hotel product, facilities and actively promote and up-sell the hotel, special promotions and facilities to maximise revenue.
·  To be fully aware of the hotels Conference & Events facilities.
·  To have thorough knowledge of room layouts, capacities, Conference & Events menus, the operation and the installation of all audiovisual equipment.
·  Send out monthly communication on feedback received for Groups and Events.
·  To assist the coordinate team with short lead conference and event bookings

 

FINANCIAL AWARENESS

·  In liaison with finance and the conference and events department to ensure all daily postings are done correctly and all charges are invoiced correctly.
·  Cross checking the actual numbers against the contracted numbers and the function sheets numbers. Charging any cancellation or reduction in number charges that apply
·  To have thorough knowledge of the hotels billing process, using Opera to ensure correct and accurate charging and invoicing.
·  To manage the daily accounts report, investigating any queries
·  To ensure that a method of payment is agreed with the clients and credit is maintained in line with the Marriott standard.
·  Ensure adherence to the Hotel(s) credit policies and procedures, data handling and PCI Policies.
·  Assist with any revenue or invoice queries to ensure these are addressed in a timely manner.
·  To liaise with the accounts department in the collection of outstanding payments.

DATA PROTECTION

·  To keep all personal details of customers and guests, discreet and confidential.  I.e. name, credit card number, room number.

 

Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

When you join the Sheraton family, you become a member of its global community. We’ve been a place to gather and connect since 1937. At Sheraton, associates create a sense of belonging in more than 400 communities around the world. We invite, we welcome, and we connect guests through engaging experiences and thoughtful service. If you’re a team player who is excited to deliver a meaningful guest experience, we encourage you to explore your next career opportunity with Sheraton. Join us on our mission to be ‘The World’s Gathering Place’. In joining Sheraton Hotels & Resorts, you join a portfolio of brands with Marriott International. Be where you can do your best work,​  begin  your purpose,  belong  to an amazing global​ team, and  become  the best version of you.