Events Coordinator at AX The Palace

AX The Palace in Malta is looking to recruit an Events Coordinator to join their team on a full-time basis.


Job summary:
To ensure that clients and guests receive a pleasant and efficient personalized service, through constant co-ordination with other departments so as to ensure the proper welfare of guests when in-house.


Responsibilities:

• Ensures administrative work is up-to-date and maintains updated records in the operating system;
• To develop and maintain a high level of communication and effective relations with colleagues and clients;
• To ensure that a high standard of liaison is maintained with all departments;
• To ensure a pro-active sales attitude and to be aware of sales opportunities outside and within the hotel;
• Assist to upsell on rooms, F&B and any other revenue-generating product;
• Staying updated on the markets’ needs, trends and behaviour changes in order to adopt proactive and not reactive strategies;
• To actively contribute towards achieving Revenue Plan objectives;
• To ensure that all refused business is recorded with reasons of refusal;
• To monitor customer feedback;
• To collect information and build a database of guests’ (bookers and residents) history;
• To co-ordinate events happening in-house;
• Ensure to meet the hotels’ customer service standards, in a profitable manner;
• Provide all information and guidance for the client in order to obtain accurate event specifications;
• Conduct pre and post-event meetings with clients including hosting and showgrounds of the hotel’s venues;
• Co-ordinate promotions sent to our e-mail database;
• Participate at the annual Weddings Fair and any other ‘open days’ happening at the hotels’ venues;
• Issue Event Quotes and follows up accordingly;
• Produce Event Orders to be distributed to all relevant department heads;
• Coordinate all details for the organization of upcoming events (ex. Welcome boards, personalized menus, table place names, table plans, etc.)
• Monitor event billing in liaison with the accounts department;
• Possess basic knowledge of:  
  • Audio/visual equipment operation;
  • Conference and banqueting set-ups;
  • Food and beverage know-how.
• Developing new contacts with business suppliers and consolidating with all other bookers;
• Ensuring that the Hotel’s overall standards are retained;
• To be aware of and adhere to the department’s and hotel’s policies and procedures;
• To assist in all aspects of the Hotel operation. 

• At least have a minimum of 1-year selling/organizing weddings/social events;
• Very well organized and smart in appearance;
• Be fluent in Maltese, English and another European language;
• Have excellent verbal and written communication skills;
• Working experience and exposure in a hotel and/or F&B environment will be an advantage;
• Computer literacy;
• Excellent knowledge of Opera Sales and Catering will be an advantage;
• Have strong negotiation, communications, interpersonal and presentation skills;
• Be able to work flexible hours including evenings, weekends and public holidays.