Wedding & Events Coordinator

Wedding & Events Coordinator Role at Wisemans Retreat, recently refurbished property with huge potential, growth your career along with the property! Candidates must have 1.5 years' experience using Ivvy & in a similar role. There is alot of scope to development the role and department with management.

KEY RESPONSIBILITIES:

Event Planning and Production 

• Prepare proposals and contracts to maximise event space and accommodation room bookings, arrange food and beverage requirements, liaise with suppliers, look after the audio-visual equipment requirements, ensure appropriate décor (florals, linens, colour schemes, etc.) to meet the high standards of Wisemans Retreat
• Qualify each event proposal only taking the right confirmed piece of business at the right time always ensuring maximum revenue and being in line with the MICE strategy plan.  
• Follow up all proposals within 2 hours with a response and within 24 hours with a proposal . Follow up the following 24 hours to ensure they have the proposal and ensure they understand the proposal, invite for a site inspection. Follow up twice weekly until confirmed/declined.
• Complete CnB and ensure all enquiries are entered then progress through the system to confirmed or declined. Making notes on follow up in the Notes section 
• Prepare BEO’s and manage until group arrival, then hand over to the F&B Operations staff member who will look after the event or manage the operational requirements for the group depending on staffing levels. 
• Ensure the meeting space, food and beverage and sundry are as per the clients request 
• Maintain a strong understanding of the hotel property and its food and beverage features to actively sell to clients
• Maintain open and honest communication to internal staff through the coordination and execution of weekly BEO meetings
• Proactive Sales - Retain existing business while finding new business through cold calling, site inspections (including inspections for the greater Sales Team) and attending Networking Events 
• Create and revise room layouts for each event where applicable
• Serve as liaison with vendors on event-related matters
• Actively promote restaurant, events and conferencing facilities in line with annual strategic marketing plan, Identify key need periods and assist with promotional ideas to improve the event planning and implementation process
• Ensure Conversions are maintained above 30%
• Follow up on all past events to rebook and request feedback , when positive feedback is received send through the link to trip advisor and request client to complete 
• Act as a trouble shooter assisting clients when issues arise before, after or during the event 

Event Administration:

• Assist with preparing budgets and provide reports 
• Ensure all T&C on payment and cancellations are adhered to and deposits/full payment is received within these guidelines
• Prepare and modify event contracts as requested – seek advice prior to amending contracts 

Relationship Management

• Focus on pursuing new sales leads whilst growing existing business.
• KPIS – KPI document will be provided upon commencement
• Interact with property staff in a professional manner to foster solid relationship between the sales areas and the operational areas.  
• Maintain confidentiality of Wisemans Retreat’ commercial practices.
• Maintain a high level of product and service knowledge in order to explain and sell all services and facilities across the Group.