Event Sales & Services Representative

Company Description

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. This commitment begins the instant a prospective colleague connects with us and extends throughout their entire journey with the hotel.

Job Description

Reporting to the Director of Event Sales, the Event Sales & Services Representative is responsible for coordinating and assisting in the daily operations of the Event Sales and Event Servicing team and provides direct administrative support and assistance to Sales and Events Directors and Managers while managing all the Raffles Resident event needs in the 21st lounge and in Residences as well as any Resident related bookings within event space.

• Responsible for the event sales and servicing needs of the Raffles Residents in the 21st Floor Residents Lounge and in any Raffles Residents. Coordination of confirmation documents, event orders, estimates according to sales and marketing team standards.
• Management of all leads, negotiations and contracting for event sales leads of less than 15 people or less in event function space.
• Handle all event order processing for any in house meetings.
• Develop a full working knowledge of the operations of the hotel, including Food and Beverage, Guest Services and Reservations.
• Develop a complete knowledge of company and department sales policies and SOP’s, and ensure knowledge of and adherence to those policies by the sales team.
• Invite clients to the hotel for entertainment, lunches, tours and site inspections.
• Assist in implementing special promotions relating to direct sales segments, i.e. parties, sales blitzes, etc.
• Assist in the preparation of required reports in a timely manner.
• Conduct a professional, thorough site inspection of the hotel with clients, exhibiting key features and benefits of the property.
• Use your property’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.
• Meet and greet onsite contacts.
• Prepare Event Orders as per client needs, as assigned.
• Prepare Event floor plans as per client needs, as assigned.
• Responsible for meeting and exceeding personal sales food, beverage and rental revenue goals, monthly, quarterly and yearly.
• Develops existing clients and effectively solicits new sales prospects and former clients for the purpose of selling catering services and banquet space
• Develops list of prospective local clients through sales calls, sales blitzes, referrals or inquiries.
• Discusses catering requirements, calculates costs, negotiates price and prepares sales proposals, suggests menu modifications in response to customer needs, and up sell services and resources to clients whenever possible.
• Solicits and maintains ongoing contact with active accounts to promote repeat business; continuous contact with former accounts to identify the need for additional catering services and to solicit repeat business.
• Promotes catering services, food and beverage and banquet facilities through direct client contact to maximize profits from food & beverage revenues and meeting room rental.
• Maintains ongoing relationships with hotel clients and negotiates contracts and agreements.
• Clearly communicates details of events to client and hotel departments via banquet event orders and internal meetings
• Conducts tours of the hotel function space and guestrooms; entertains qualified potential clients.
• Present for client events at the hotel to insure a smooth delivery of arrangements
• Accurately forecasts individual booking revenues and cancellations; accurately tracks consumption on all bookings.
• Assists the client in menu planning; coordinates food, beverage, meeting room set-up, and other services as requested by the client; assures that all requirements are communicated and completed to the clients specifications.
• Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction within 24 hours.
• Approach all encounters with guests and employees in a friendly, service-oriented manner.
• Telephones - Assist with answering telephones within 3 rings for the Sales and Marketing Office and directing calls appropriately.
• Leads - Assist Sales and Events team by monitoring all lead sources and distribute leads to appropriate Sales and/or Events Manager based on deployment.
• Reports - Prepare reports to include:
  • Reports for Daily AM Meeting
  • Production by Sales Manager