Junior Executive Meeting Manager

HEI Hotels & Resorts•Miami, FL

About The Position

The Executive Meeting Manager brings to bear their organizational and detailing skills to identify and implement profitable execution of all groups. Ensure that each group that the manager is responsible for meets or exceeds their revenue expectations based on their contracts. Active and positive contribution towards a high-performance culture within the Convention Services Department through customer advocacy, sustained revenue achievement, communication and team participation. Act as Liaison between Sales Manager(s) and clients in Sales Manager's absence. Take booking inquiry information via phone and prepare proper paperwork. Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum and other documents. Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller’s request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner. Handle individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction. Organize, file and retrieve documents in appropriate binders in order to maintain essential records used in the department operation. Answer incoming telephone calls, completing a lead form for all inquiries and assist guests with questions, changes and special requests. Ensure no leads are abandoned and all calls are returned promptly (generally within four hours). Communicate requests to appropriate departments. Type all banquet event orders and convention resumes with appropriate cover letters. Type thank you letters and comment cards. Maintain filing system according to HEI Hotels and Resorts standards. File contracts and correspondence daily. Daily pull of trace cards and files. Optimize room rental charges. Consistently participate in the re-booking of repeat business by having a track record of long term client relationships. Actively participate in industry related organizations (NACE, MPI). Actively prospect and solicit local market for new business; to include direct phone calls and outside sales calls. Attend local networking event to increase awareness of the hotel and meet new clients Organize in-house events for clients such as evening receptions to connect with corporate clients, etc. Thorough knowledge of sales techniques including strong closing skills as well as negotiating skills. Comfortable with hotel site inspections and client presentations. Excellent creative skills to provide innovative set-ups and functions for groups. Provide overall direction, coordination, and ongoing evaluation of operations. Detailed execution of all banquet event orders generated by the Convention Services Department. Excellent knowledge of computers, specifically CI TY, Word and Excel. Monitor group room blocks and pick up, generate detailed resumes for the operating departments. Comply with attendance rules and be available to work on a regular basis. Perform any other job related duties as assigned. Perform any other job-related duties as assigned.

Requirements

Prior experience in the field of hospitality with specific experience in catering sales is essential.
1+ year within the Hospitality Industry required.
Must have experience at a similar size and quality hotel.
Must possess computer skills, including, but not limited to, use of Microsoft Word, Excel, and Delphi.
Knowledge of sales skills, revenue management, training, and motivation of peers.
Knowledge of hotel features, benefits, and competing hotels within the market.
Ability to execute appropriate action plans.
Knowledge of hotel operations, including marketing plans, security and safety programs, personnel and labor relations, preparation of business plans, repairs, maintenance, budget forecasting, quality assurance programs, hospitality law, and long-range planning.
Ability to work effectively under time constraints and deadlines.
Effective verbal and written communication skills.
Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.

Responsibilities

Identify and implement profitable execution of all groups.
Ensure that each group that the manager is responsible for meets or exceeds their revenue expectations based on their contracts.
Active and positive contribution towards a high-performance culture within the Convention Services Department through customer advocacy, sustained revenue achievement, communication and team participation.
Act as Liaison between Sales Manager(s) and clients in Sales Manager's absence.
Take booking inquiry information via phone and prepare proper paperwork.
Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum and other documents.
Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner.
Exercise decision making skills to direct caller’s request.
Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.
Handle individual reservations for VIP clients.
Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.
Organize, file and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.
Answer incoming telephone calls, completing a lead form for all inquiries and assist guests with questions, changes and special requests.
Ensure no leads are abandoned and all calls are returned promptly (generally within four hours).
Communicate requests to appropriate departments.
Type all banquet event orders and convention resumes with appropriate cover letters.
Type thank you letters and comment cards.
Maintain filing system according to HEI Hotels and Resorts standards.
File contracts and correspondence daily.
Daily pull of trace cards and files.
Optimize room rental charges.
Consistently participate in the re-booking of repeat business by having a track record of long term client relationships.
Actively participate in industry related organizations (NACE, MPI).
Actively prospect and solicit local market for new business; to include direct phone calls and outside sales calls.
Attend local networking event to increase awareness of the hotel and meet new clients
Organize in-house events for clients such as evening receptions to connect with corporate clients, etc.
Thorough knowledge of sales techniques including strong closing skills as well as negotiating skills.
Comfortable with hotel site inspections and client presentations.
Excellent creative skills to provide innovative set-ups and functions for groups.
Provide overall direction, coordination, and ongoing evaluation of operations.
Detailed execution of all banquet event orders generated by the Convention Services Department.
Excellent knowledge of computers, specifically CI TY, Word and Excel.
Monitor group room blocks and pick up, generate detailed resumes for the operating departments.
Comply with attendance rules and be available to work on a regular basis.
Perform any other job related duties as assigned.
Perform any other job-related duties as assigned.

Benefits

competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed
Vacation, Sick and Holiday programs are available for you to rejuvenate with time off
HEI also provides pet insurance through the ASPCA.
Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans
401(k) Savings Plan with matching funds
discounts through our 'YouDecide' and Hotel Room Discount programs

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