About this role
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.