The Banquet Coordinator serves as a pivotal link between clients and the hotel's operational teams, ensuring seamless planning and execution of banquet events. Positioned within the Sales and Marketing Department, this role focuses on maximizing banquet sales revenue while delivering exceptional service experiences. The coordinator manages client relationships, oversees event logistics, and collaborates with various departments to uphold the hotel's standards and client expectations.

Duties and responsibilities:

• Respond promptly to banquet and event inquiries, providing detailed information on services, availability, and pricing.
• Conduct site inspections and meetings with potential clients to showcase facilities and discuss event requirements.
• Assist in negotiating contracts, ensuring all terms align with both client needs and hotel policies.
• Maintain accurate records of all client interactions, proposals, and agreements in the hotel's CRM system.
• Develop comprehensive Banquet Event Orders (BEOs) detailing all aspects of the event, including timelines, menus, setup, and audiovisual requirements.
• Distribute BEOs and related documents to relevant departments, ensuring clarity and preparedness.
• Coordinate with the kitchen, banquet staff, and other departments to ensure all event details are executed as planned.
• Monitor event setups and provide on-site support to address any last-minute changes or issues.
• Prepare and manage all event-related correspondence, including proposals, contracts, and post-event summaries.
• Track event-related expenses and assist in billing processes, ensuring accuracy and timely invoicing.
• Maintain organized files for all events, including client communications, contracts, and feedback.
• Generate reports on event performance, client satisfaction, and revenue for management review.
• Act as the primary liaison between clients and hotel departments, facilitating clear communication and coordination.
• Participate in regular meetings with sales, kitchen, and banquet teams to review upcoming events and address any concerns.
• Provide feedback to departments post-event to highlight successes and areas for improvement.
• Follow up with clients post-event to gather feedback and foster long-term relationships.
• Identify opportunities for repeat business and referrals, working with the sales team to capitalize on these leads.
• Maintain a database of client preferences and history to personalize future interactions and offerings.
• Flexible working hours, including evenings, weekends, and holidays, based on event schedules.
• Fast-paced environment requiring quick decision-making and problem-solving.
• Regular interaction with clients, vendors, and hotel staff across various departments.
• Perform other reasonable tasks assigned by manager.

• All employees are responsible for following HACCP guidelines to ensure food safety and quality in all food handling and preparation processes.
• All employees are encouraged to participate in and contribute to the hotel’s Corporate Social Responsibility initiatives, supporting sustainability and community engagement.
• All employees are expected to be aware of and follow fire and safety procedures to ensure a safe environment for guests and colleagues.
• All employees contribute to improving the hotel’s Reputation Performance Score (RPS) by delivering excellent service and maintaining high guest satisfaction.
• All employees are required to read and familiarize themselves with the Heartists’ Handbook to understand company policies and procedures.