Event Services Manager

About the role

Join the team responsible for crafting a fresh landmark that emphasizes cultural appreciation among colleagues and the pursuit of greatness. At Raffles Boston, we recognize the immense worth of our distinct cultural heritage, and we are dedicated to ensuring that it is comprehended and embraced by each team member.

Responsibilities

• Celebrates and communicates the hotel’s unique cultural heritage to clients.
• Details of groups and events, handling all planning details for room blocks and events that have been confirmed by the Event & Group Sales teams.
• Communicates with clients to plan all necessary details for in-house room blocks and events, in accordance with contractual agreements and hotel policies.
• Manages all logistics for events booked directly and acts as the liaison to the various hotel departments to ensure top execution.
• Contacts clients and confirms program, dates, times, event space requirements, expected attendance and other pertinent details.
• Aids clients with guest room reservations, accounting procedures, food and beverage selections, audiovisual needs, equipment rental, vendor referrals, transportation, recreational activities, and any other assistance needed.
• Maintains pricing integrity and proposes upscale menus for all groups.
• In a timely manner per standards, prepares Event Orders for all events, prepares group resumes, and works with all departments of the hotel involved in the execution of respective events. Coordinates accurate, up-to-date changes and communicates them effectively.
• Adjusts event space to ensure maximum potential revenues.
• Establishes payment methods for all events and master bills guestrooms.
• Attends pre and post-convention meetings.
• Assists clients with menu planning; coordinates food, beverage, meeting room set-up, and other services as requested by the client; ensures that all requirements are communicated and completed to the client's specifications.
• Participates in daily lead meetings to maximize revenues and communicates potential new business, weekly catering sales meetings, daily EO meetings as necessary, and monthly department meetings.
• Attends EO meetings, Weekly Resume meetings, Group Pick-Up meetings, and Departmental meetings.
• Prepares addendum agreements for any in-conjunction business that may emerge following the original contract phase.
• Develops menus and agendas, insures EOs are issued, and completes all pertinent correspondence with outside vendors.
• Presents for client events at the hotel to ensure a smooth delivery of arrangements.
• Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction within 24 hours.
• Develops a full working knowledge of the operations of the hotel, including Food and Beverage, Guest Services, and Reservations.
• Develops a complete knowledge of company and department sales and catering policies and SOPs, and ensures knowledge of and adherence to those policies by the sales team.
• Mets or exceeds set food and beverage goals through upselling and flexible scheduling.
• Aids in the preparation of required reports in a timely manner.
• Conducts a professional, thorough site inspection of the hotel with clients, exhibiting key features and benefits of the property.
• Uses the hotel's computerized sales management system to manage the hotel's business, including (but not limited to) generating reports, entering business, blocking space, and building accounts.
• Meets and greets onsite contacts.
• Be present throughout on-site programs, sometimes occurring on weekends or evenings.
• Reviews meeting planner evaluations with the Director of Catering to ensure that issues receive follow-up.
• Accurately forecasts individual booking revenues and cancellations; accurately tracks consumption on all bookings.
• Responsible for meeting and exceeding personal sales food, beverage, and rental revenue budget and goals, monthly, quarterly, and yearly.
• Discusses event/program requirements, calculates costs, negotiates price, and prepares sales proposals, suggests menu modifications in response to customer needs, and upsells services and resources to clients whenever possible.
• Maintains ongoing contact with active accounts alongside the assigned seller to promote repeat business; continuously contacts existing/assigned accounts to identify the need for additional catering services.
• Promotes catering services, food and beverage, and event facilities through direct client contact to maximize profits from food & beverage revenues and meeting room rentals.
• Knows relevant policies including menus and pricing, food handling, cancellations, service charges, guarantees, payment, shipping and receiving, etc.
• Clearly communicates details of events to clients and hotel departments via event orders and internal meetings.

Requirements

At least 4 years of hotel sales and event services experience, preferably in the Boston market.

Physical Requirements

• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

General Requirements

• Must be able to effectively communicate both verbally and written with all levels of employees and guests in an attentive, friendly, courteous, and service-oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Maintain regular attendance in compliance with Accor and Raffles Boston Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which include adhering to the proper dress code and wearing a nametag while working.
• Comply at all times with Accor standards and regulations to encourage safe and efficient hotel operations.
• Adhere to all Raffles Boston Sales & Catering Standards and procedures including appropriate trainings.

Benefits

• Employee benefit card offering discounted rates in Accor worldwide for you and your family.
• Excellent Company benefits including medical, dental, vision, and life insurance.
• Personalized development opportunities across Accor's extensive brand portfolio.
• Ability to make a difference through our Corporate Social Responsibility activities.