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Conference Services
3 weeks ago
Job Summary
The Conference Services & Travel Trade Coordinator is responsible for the full administrative support of the Executive Meeting Managers, Conference Services team and Travel Trade. While supporting the Teams the position will effectively build strong relationships with both the internal operation teams and clients using the Chelsea philosophy to provide exceptional guest service.
- Act as Take The Lead Champion.
Reconcile catering binders for daily Catering Operations Meeting using daily event report and change log.
Follow-up on any BEOs missing from the catering binder.
Daily Change Log Reports & BEO Distribution.
Place weekly Coat Check Service & Bud Vases orders for all events to suppliers
Work with all departments to book and complete BEOs for in-house meetings, outlet events and birthday parties booked by the Family Fun Zone.
Manage/monitor and forecast room blocks prior to cut-off dates, adjust block when required.
Receive and review final room list on or before cut-off date, updated Delphi and forward to group reservations.
Support EMMS & CSMs in distribution of Late, New and Revised BEOs.
Support EMMS & CSMs in managing room lists and conducting room block audits.
Update and Maintain Electronic Reader Board with daily events and group welcomes.
Update and maintain Marketing Projector with group info.
Daily reconciliation of banquet checks and update Delphi with actual revenue
Production and Distribution of operational reports; Daily Event Reports, Daily Reader Boards, Daily Door Tags, Weekly Distribution of BEOs (Batch) & Pre-Batch
**_Key Result Areas_**
**_
- **
**_Business_**
**_ _**
- Create, produce and distribute all Group WOWs and Meeting Planner gifts for incoming groups
Maintain par stock for departmental print materials
Update shared Google Document with all Meeting Maestros survey information for Empathica, distribute all returned survey to operations team and sales & catering team
Create weekly meeting maestros prep sheet for Maestros WOWs
**_Customer Satisfaction_**
**_ _**
- Managing all in-house meeting until completion of meetings
Conduct site inspections prepare contracts
Participate in Sales Reception coverage as scheduled
Act as Lobby Ambassador as scheduled.
Act as Market Matrix Champion for all Event Satisfaction Surveys.
**_Process Improvement/ Productivity_**
**_ _**
- Attend daily 9:00am operation meetings and Rooms Division meeting when required
Chair the 1:45pm Catering Operations Meeting when required
Attend group pre-con meetings when required.
Co-ordinate special projects and duties as assigned.
Participate in catering and sales functions.
Assist in preparation of any departmental reports.
Requirement
- **_Working Experience_**
**_ _**
1-2 experience in hotel environment.
- **_Knowledge_**
**_ _**
Excellent computer skills required in various programs including Word, Excel and Power Point.
- Basic math skills required.
- **_Soft Skills_**
**_ _**
Creative thinker.
- Strong ability to work independently.
- Excellent organizational skills, multitasking and time-management.
- Present a Professional Image at all times.
- Sell creative and innovative ideas to customer.
- Excellent communication skills.
- Outstanding customer service skills.
- Flexible hours based on upcoming events and groups to include weekends & evenings.
- **_Language_**
**_ _**
Ability to communicate effectively (written & verbal) in English.
- **_Physical Requirements_**
**_ _**
Ability to sit for extended periods.
- Ability to work on a computer for extended periods.
- Terms of employment
Full time
