Assistant Events Planning Manager

Essential Functions

1. As an expert being able to collaborate with a customer and craft individual events.
2. Taking care of a smooth transition from sales to events planning.

1. Handle groups & events contracted by the Sales team ranging from 1 room per night/ 1 pax to 800 rooms per night/ 800pax
2. Focus on future planning potential problems and/or conflicts from a service/planning point of view and solutions towards them to improve guest satisfaction and planning efficiency.
3. Being proactive in offering solutions.
4. Accurately forecasting all the events (bedrooms and/or catering).
5. Creating Banquet Event Orders & Group Resumes.
6. Guidance and support throughout the event.
7. Being knowledgeable about product and services.
8. Handle the billing process by preparing invoices having bill reviews with the guest and finalizing the invoices by ensuring billing accuracy.
9. Takes total ownership and responsibility for the successful planning & coordination of groups & events assigned.
10. Continuous communication with the operational team.
11. Working effectively with third party vendors.
12. Organizing & planning the group rooms side of the event.
13. Working in coordination with assigned Group housing partner to ensure rooming list & room instructions have been updated accurately.
14. Guiding the client throughout the event as the expert partner for the guest by being a consultant
15. Attend & run the daily service communication tool; BEO meeting.
16. Up-sell last minute items to ensure profitability.
17. Conduct pre- and post-conference meetings in line with Marriott standards.
18. Show around in connection with in-house functions.
19. Coordinate all activities involving the pre- and post-event process.
20. Communicate challenging situations accurately to responsible departments.
21. Handle guest complaints in a professional manner and come up with solutions.
22. Leading assigned the team members.
23. Developing supporting training and coaching other team members.
24. Providing constructive feedback
25. Responsibility of working on individual projects besides the organization of events.
26. Following department timelines for actualization BEO & Group resume distribution rostering forecasting etc.
27. Rewarding Bonvoy points in a timely manner after checking the required criteria mentioned on the Job Aid for posting points.
28. Working honestly ethically & with integrity

OTHERS

Working with Others

• Develop and maintain positive and productive working relationships with other employees and departments.
• Support all co-workers and treat them with dignity and respect.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.
• Handle sensitive issues with employees and/or guests with tact respect diplomacy and confidentiality.

Safety and Security

• Report work related accidents or other injuries immediately upon occurrence to manager/director.
• Ensure working area is kept clean and tidy and free of health & safety hazards.

Policies and Procedures

• Protect the privacy and security of guests and coworkers.
• Maintain confidentiality of proprietary materials and information.
• Follow company and department policies and procedures.
• Perform other reasonable job duties as requested.
• Ensure uniform nametags and personal appearance are clean hygienic professional and in compliance with company policies and procedures.
• Protect company tools equipment machines or other assets in accordance with company policies and procedures.
• Perform other reasonable job duties as requested by Supervisors and Management.
• Working hours as required to do your job but normally not less than 48 hours per week.

Quality Assurance/Quality Improvement

• Comply with quality assurance expectations and standards e.g. GuestVoice and JW Marriott Brand Standard Audit.

Physical Tasks

• Enter and locate work-related information using computers and/or point of sale systems.
• Stand sit or walk for an extended period of time or for an entire work shift.
• Read and visually verify information in a variety of formats (e.g. small print).
• Move lift carry push pull and place objects weighing less than or equal to 10 pounds without assistance.

Communication

• Answer telephones using appropriate etiquette including answering the phone within 3 rings answering with a smile in ones voice using the callers name transferring calls to appropriate person/department requesting permission before placing the caller on hold taking and relaying messages and allowing the caller to end the call.
• Speak to guests and co-workers using clear appropriate and professional language.
• Talk with and listen to other employees to effectively exchange information.

Guest Relations

• Actively listen and respond positively to guest questions concerns and requests using brand or property specific process (e.g. LEARN JW Symphony of Service) to resolve issues delight and build trust.
• Assist other employees to ensure proper coverage and prompt guest service.
• Anticipate guests service needs including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
• Address guests service needs in a professional positive and timely manner.
• Engage guests in conversation regarding their stay property services and area attractions/offerings.
• Thank guests with genuine appreciation and provide a fond farewell.
• Welcome and acknowledge each and every guest with a smile eye contact and a friendly verbal greeting using the guests name when possible.
• Supply guests/residents with directions and information regarding property amenities services and hours of operation and local areas of interest and activities.