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Events Administrator (Planning and Ou...

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Events Administrator (Planning and Outlets)


Description This position is a key support for delivering heartfelt, exceptional experiences to the hotel’s group, conference and event guests. This position’s main areas of responsibility are: Providing administrative support to the Groups, Conference, and Events team, The sale, promotion, and management of the hotel’s short-lead conferences and events; and The sale, promotion and management of group bookings and special events in the hotel’s Food & Beverage outlets. What will I be doing? As Events Administrator, you will - Administrative Focus Prepare accurate and comprehensive daily, weekly, and monthly reports within the expected timeframe and in accordance with brand standards. Prepare and distribute conference and event invoices daily. Prepare and distribute conference and event menus daily. Extract feedback from the hotel’s Meeting Planner Survey program daily, and distribute to relevant parties. Extract and distribute the weekly Banquet Event Order run for both conference and events and the food and beverage outlets. Accurately record and submit data for the hotel’s Hilton Honors program in a timely manner. Accurately record and submit data for the hotel’s carbon offset program in a timely manner. Complete general filing and banking activities in accordance with brand standards. Sales, Conversion and Commercial Focus Build strong relationships with clients, and develop an understanding of their needs and expectations. To provide custom solutions to match, in order to deliver a successful event. Manage incoming short-lead conference and event enquiries, and F&B-related group bookings | special events in a professional manner and in accordance with brand standards, whilst responding positively to all sales opportunities. Deliver comprehensive, accurate, and customised proposals within a timely manner, and ensure follow up communication within 24 hours. Prepare agreements within a timely manner, whilst negotiating commercial terms and conditions. Demonstrate strong customer focus, whilst ensuring clear communication is maintained with all relevant departments during the sales process. Develop and maintain a broad spectrum of product knowledge about the hotel. Develop and maintain a detailed understanding of the local Brisbane market. Be aware of the key revenue goals and targets of the department, and focus all activities towards achieving these goals. Maximise profitability using the event management system and availability diary. Understand the profit impact of each conference | event. Actively maximise incremental revenue through upselling strategies. Conduct proactive sales calls to drive lead generation. Event Management Act as key liaison for the hotel’s short-lead conference and events, and F&B-related group bookings | special events. Facilitate pre-conference meetings between the operating departments and client, to include site inspections, menu tastings, and any other required pre-event meetings. Prepare comprehensive and accurate Banquet Event Orders in a timely manner, and in accordance with brand standards. Attend the weekly Banquet Event Order Meeting and communicate effectively, to ensure a smooth transition for the operating departments. Meet clients | key stakeholders onsite, in order to build rapport and promote repeat business. Ensure all remaining deposit payments are received in due time, and paid in accordance to contract terms and conditions. Prepare the final conference | event invoices in a timely manner, whilst ensuring accuracy in all hotel systems. Contact the client post-event to discuss the event, address feedback, and identify future business opportunities Input and maintain accurate details in all hotel systems, whilst adhering to system best practice and standardsEnsure the work of outside contractors for specialised services, adhere to all WH&S and legal qualifications. Liaise closely with the Finance Department to ensure all company procedures in relation to credit, accounts and billing are adhered to. Teamwork and Communications Assist the GC&E Sales Manager in ensuring all team targets and standards are met. Assist in the training and development of new teammates. Attend weekly Banquet Event Order meeting. Attend and actively participate in regular communication meetings within the department. Attend designated training and development programs as required. Cooperate with others within the Business Development team, taking part in departmental meetings, team briefings, and project work, to ensure the team achieves their overall goals. To undertake any reasonable request made by hotel management. Workplace Health and Safety Teammates will be accountable to their supervisor or manager for: Working in a safe and healthy manner and encouraging the safe behaviour of their peers Taking reasonable care for the health and safety of themselves and others (teammates, contractors, guests, members of the public) at the Hilton Keeping their work area safe, clean and tidy Accepting and abiding by, the intent and instruction of the WHS policy Participating in all WHS consultative meetings, emergency response rehearsals and reviews The immediate reporting (to their direct supervisor) of all hazards which may cause injury, ill health or damage and to actively participate in programs undertaken to eliminate or control such hazards to the extent to which they are authorised and/or qualified The immediate reporting of all incidents – no matter how small to their direct supervisor Undertaking all training in safe work practises, system qualifications, and where necessary, re-training Participate and cooperate in the rehabilitation and return to work program if injured Wearing and maintaining all personal protective equipment (PPE) as required by the job or workplace environment Cooperate with Hilton regarding any requirement that is enforced in the interests of health, safety and welfare at work. Qualifications What are we looking for? An Events Administrator serving Hilton brands is always working on behalf of our Guests and working with other Teammates. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow: Min 1yr background in a similar role. High standards of verbal and written correspondence abilities. A passion for customer service Strong administrative skills It would be advantageous in this position for you to demonstrate the following capabilities and distinctions: Previous background in a sales | events role Relevant degree, in a sales or business discipline, from an academic institution What will it be like to work for Hilton? Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands . Our vision “to fill the earth with the light and warmth of hospitality” unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Teammates are at the heart of it all! EOE/AA/Disabled/Veterans
Hilton Brisbane
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