MEETINGS & EVENTS COORDINATOR
YOUR MISSION
At The Wakefield Mill Inn & Spa our company is our people. That's why we are dedicated to hiring outstanding individuals and empowering them to unlock their talent and creativity with a career they feel passionate about. Quality of life, outstanding benefits, and good growth potential set us apart from the competition.
Reporting to the Director of Sales, the meeting and events coordinator has the following roles within the organization:
• Answer all incoming calls and emails for meetings, events and banquets
• Outbound calls, follow-ups from historical client files and new business when time allows
• Up-selling all available products
• Answer all questions to incoming calls to enable the reservation process
• Send accurate price quotes to potential clients
• Discuss menus, price list, over night stay options, equipment (audiovisual and other), products and services available for clients
• Have a clear understanding of the parameters of the event or meeting: history of the last meeting, understand the needs and expectations (level of importance of the event, number of participants, length of event, budget, etc.)
• Prepare and create a contract for all meetings, events and banquets. Ensure all details are confirmed and signed off by client
• Participate in the elaboration of the meeting or event and ensure departments concerned have relevant details required (BEO) and hold a weekly meeting with required personnel
• Collaborate with all departments as required
• Keep other departments abreast of all guest changes that will impact their department (front desk, house keeping, dining room, spa, etc)
• Responsible for the effective functioning of the event or meeting from beginning to end for the client
• Ensure client satisfaction to provide best opportunity for return visit by sending out customer satisfaction survey along with invoice
• Determine and resolve problems as they occur and be proactive in the event of unforeseen issues that may arise
• Process complaints to the appropriate manager as required
• Coordinate site inspections with potential clients of our facilities and services
• Negotiate rates for arrangements with suppliers needed
• As it pertains to meetings and events, reserve rooms in Room Master and ensure rooming lists are up to date
• Provide general information of available services, products, tourist attractions of the Mill and the region
• Provide specific information or make reservations for guests such as tickets for shows, restaurant, golf, ski, etc
• Ensure rules and regulations of the Mill are being adhered to by all guests
• Act as a guest service agent
Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the Hotel. In addition, attendance at all scheduled training sessions and meetings is required.
Credit: Carley Teresa
REQUIREMENTS
• Professional attitude and behavior: teamwork, autonomous, dynamic, honest, good initiative, good organizational skills, etc
• Strong decision making and problem solving skills
• High level of leadership skills
• Aptitude for planning, selling, negotiating and marketing
• Excellent customer service skills
• Committed to service, quality and cleanliness
• Detailed knowledge of the Mill’s products and services available to all guests
• Particular detail to professional appearance, manners, discretion and attitude
• Flexible and not afraid of change
• Excellent Communication Skills – must be able to speak, read, write and understand the primary language(s) used in the workplace, French and English. Additional languages are an asset
• Works well under pressure
• Assiduous attendance
• Knowledge of the region and specific points of interest (tourism)
• Knowledge of hotel reservation systems, software programs, word, excel and internet
• Understanding of Health & Safety standards as well as hygiene and sobriety standards
SALARY
To be discussed