Charlotte Kobus

Meet with clients to understand the purpose of the meeting or event

Plan the scope of the event, including its time, location, and cost

• Solicit bids from venues and service providers

• Inspect venues to ensure that they meet the client’s requirements

• Coordinate event services such as rooms, transportation, and food service

• Monitor event activities to ensure that the client and the attendees are satisfied

• Review event bills and approve payments References available on request

· 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.

· Work with management and other heads of departments at all times and assist in carrying ou special

· Sending Banquet event proposals to the guests and being in timely contact with them.

· Call customers to remind before for cut-off dates.

· Develop and maintain positive working relationships with others, and support team to reach common goals.

· Ensure prompt responses for all enquiry through telephone and emails.

· Ensure that all the administrative documents are prepared for the hotel sales team.

· Act as a liaison between all related hotel departments and host of the function.

· Ensure orders and requisitions for the Catering and Banquet departments are completed.

· Responsible to attend periodic sales meetings and circulate minutes of the meetings and regular follow up's.

· Maintaining the entire sales correspondence data base.

· Review arrival report daily.

· Responsible for preparation of occupancy forecast.

· Responsible for training staff.

· Responsible for implementation of policies and procedures.

· Responsible for recording Company/Travel Agent Rates both in system and correspondence file.

· Liase with Sales Department in regards to occupancy, Rates Reservation's Analysis.

· Identify Top Producing Accounts ensure proper recognition by Reservation staff.

· Knowledgeable in hotel and guest room facilities/services and ensures reservations agents are equally knowledgeable.

· Responsible for various Production reports and supply to each department concerned.

· Monitoring Telephone Manner and general performance of reservations staff daily.

· Ensure special handling of repeats guest and very VIP guest.

· Observes and ensures that proper telephone manners are maintained at all times

· Monitors and coordinates group reservations activity with the Sales Department and Revenue Manager

· Follows up tentative bookings and update reservation status

· Reviews no-show and cancelled reservations and processes charges according to hotel’s policy

· Review room blocking for Long Stay. Suites and special group request.

· Supervising of Group Reservations.

· Maintain cordial relations with commercial clients.

· Bring to the attention Front Office Manager when the hotel availability status be changed and prepare for necessary action.

· Responsible for work schedule

· Responsible for maintaining a Neat and Orderly position at all times.

In general, perform any other duties might requested by Front Office Manager or Roo

• Assisting and advising customers who may be choosing from a variety of travel options.
  • Making reservations for customers based on their various requirements and budgetary allowances.
  • Checking the availability of accommodation or transportation on the customers’ desired travel dates.
  • Helping plan travel itineraries by suggesting local tourist attractions and places of interest.
  • Processing payments and sending confirmation details to customers.
  • Sorting out any issues that may arise with bookings or reservations.
  • Selling and promoting reservation services.
  • Answering any questions customers might have about the reservation process.
  • Up-selling, when appropriate, by informing customers of additional services or special packages, such as tour tickets, travel insurance, or upgraded seats/accommodations.
  • Providing support to customers who may need to amend or cancel a reservation.

Financial:

• To maximize employee productivity through the use of multi-skilling, multi-tasking and flexible scheduling to meet the financial goals of the business as well as the expectations of the guests.
• To ensure that each profit centre (e.g. Outlet, Bar, Banquets golf club) is operated in line with maximizing profit while delivering on the brand promise.
• To ensure that each cost centre (e.g. Stewarding) operates with the lowest possible cost structure while also delivering on the brand promise to the guest.
• To coordinate the preparation of the Annual Business Plan for Food and Beverage.
• To strategically analyze business performance to facilitate accurate and meaningful forecasting, involving the respective Heads of Department as appropriate.
• To proactively manage costs based on key performance indicators, working through the respective Heads of Department as appropriate.

Operational

• To ensure that all company minimum brand standards have been implemented, and that optional brand standards have been implemented where appropriate.
• To monitor all operations, especially during peak business periods, working through the respective Head of Department to make adjustments where necessary.
• To make sure that all best practices the Food and Beverage Top 20 are implemented.
• To feedback the results of the Consumer Audit and to ensure that the relevant changes are implemented.
• To work closely with other team members in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests
• To make sure that Food and Beverage employees work in a supportive and flexible manner with other departments, in a spirit of “We work through Teams”.
• To make sure that all employees are up to date with the availability of seasonal and new products on the market.8. To taste and monitor the food and beverage products served throughout the operation, providing feedback where appropriate.
• To ensure that the Food and Beverage activities are aligned with the respective Corporate Strategy, and that the Hotel Actions have been implemented where appropriate.
• To oversee the preparation and update of individual Departmental Operations Manuals.
• To conduct regular divisional communications meetings and ensure that departmental briefings and meetings are effective and conducted as necessary.