C&E Coordinator

Ensure that at the end of the month all reservation forms/reports & records are neatly and accurately filed and stored. 

· Ensure all Travel Agents and companies rate letters are filled alphabetically. 

· Incorporate guest preferences and other necessary details in guest history. To use guest relations input also for this job. 

· Determine daily room requirements by checking position and forecasting. 

· Maintain proper room status control and upkeep of future availability in coordination with Revenue Manager. 

· All reservations requests to be confirmed in co-ordination with Revenue Manager during high occupancy period. 

· Coordinate with purchase for timely execution of purchase indents. 

· Build and strengthen liaison with key people of companies and travel agents on an ongoing basis• Handle incoming telephone calls. 

• Handle incoming and outgoing correspondence of designated Banquet Sales Managers. 

• Responsible for assisting the managers in typing / filing correspondence such as proposals, Letters of Agreement,

 banquet event orders, group resumes, thank you letters, post event summaries, etc. 

• Handle photocopying and distribution of all correspondence such as memos, banquet event orders, Letters of

 Agreement, resumes, etc. to concerned departments. 

• Maintain a proper filing and trace system for the department. 

• Responsible for maintaining the general tidiness of the department and ensuring sufficient stock of stationery and other

 office supplies. 

• Be aware of event details related to the accounts of designated Banquet Sales Managers. 

• Assist the Banquet Sales Managers in liaising with other departments for information (e.g. liaise with Banquet operations

 for floor plans and equipment / liaise with the Chef for special menus, etc.). 

• Maintain a good understanding of clients serviced by designated Managers. 

• Handle all incoming telephone and fax enquiries and provide initial suggestions on sales enquiries. 

• Handle guests’ requests independently by supplying information, contacting concerned departments to assist in

 guests’ requests and needs. 

• Update the group chart and prepare relevant reports. 

• Conduct site inspections if required. 

• Responsible for sending out the post-event critique forms with thank you letters at the end of each event. 

• Assist in ad-hoc projects as assigned by the supervising Banquet Managers and / or Director of Banquet Sales /

 Assistant Director of Banquet Sales. 

• Maintain the highest standard of professionalism, ethics and attitude towards clients and colleagues. 

• Be aware of the hotel hygiene and food safety control standards and procedures in handling complaints on food hygiene

 (e.g. food poisoning). 

• Always ensure that a hospitable service atmosphere is projected at all times in the hospitality business. 

• Carry out any other reasonable duties and responsibilities as assigned. 

• The Management reserves the right to make changes to this job description at its sole discretion and without advance

 notice.