Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
Maintain complete knowledge of:
Daily scheduled group functions, times, locations, amount of people and specified requirements.
Location of all Hotel function space and names of rooms.
All styles of meeting and Banquet room settings.
All Departmental/hotel policies and procedures.
All safety guidelines.
Check storage areas for proper supplies, organization and cleanliness. Instruct designated personnel to rectify any cleanliness/organization deficiencies.
Establish par levels for supplies and equipment. Complete requisitions to replenish shortages or additional items needed for the anticipated business.
Review sales and labour costs for previous day; resolve discrepancies with Accounting. Track actuals against budget.
Retrieve and organize Banquet Event Orders (B.E.O.'s) according to departmental standards. Make note of changes as received from Catering and post function sheets for the next 7 days.
Review all group resumes and group meeting requirements and organize into chronological order.
Document daily set-up requirements according to departmental procedures and attach respective diagrams. Prepare diagrams as needed.
Prepare weekly work schedules in accordance with staffing guidelines and labour forecasts. Adjust schedules throughout the week to meet the business demands.
Prepare daily work assignments in staff and make relevant copies for accordance with Hotel standards.
Inspect the present scheduled function areas/rooms for cleanliness, working condition and proper furniture/equipment set up; rectify any deficiencies with respective departments.
Ensure that staff report to work as scheduled. Document any late or absent employees.
Assign work in accordance with departmental procedures. Communicate additions or changes to the assignments as they arise throughout the shift.
Conduct pre-function meeting and review all information pertinent to set-up and service of groups.
Inspect grooming and attire of staff; rectify any deficiencies.
Inspect set-ups; check for cleanliness, neatness and agreement with group requirements and departmental standards; rectify deficiencies with respective personnel.
Monitor and ensure that functions are set up, refreshed and broken down in compliance with scheduled times and departmental procedures.
Assist staff with their job functions where needed to ensure optimum cleanliness and service standards for guests.
Meet group coordinator/host(ess) prior to function, make introduction and ensure that all arrangements are agreeable.
Coordinate group's requests for additions/changes to scheduled arrangements.
Answer phones within rings, using correct salutations and telephone etiquette.
Direct the final breakdown of function room and clean up. Ensure all department standards are met.
Inspect all function space for cleanliness and condition, using specified checklists. Ensure that each area meets designated standards. Directly contact respective personnel and relay any deficiencies to be corrected.
Monitor storage and delivery of group packages, ensuring that all procedures are met.
Ensure all closing duties for staff are completed before staff sign out.
Provide feedback to staff on their performance. Handle disciplinary problems and counsel employees according to Hotel standards.
Document pertinent information in department log book.
Complete all paperwork and closing duties in accordance with departmental standards.
Review status of assignments and any follow-up action with on-coming Supervisor/Manager.
Maintain a personal organization system for files and paperwork within departmental guidelines.
Contact client & sale team to maintain effective communication throughout planning and while on site to insure successful completion of convention.
Job Requirement
High school graduate or equivalent vocational training certificate, some college.
Knowledge of accommodating room capacities
Knowledge of all styles of room set-ups, standard equipment involved and proper handling of such.
Knowledge of organizing set-up requirements from information on B.E.O.'s.
Knowledge of staffing guidelines/requirements to set-up, turn and break-down function spaces.
Fluency in English both verbal and non-verbal, and Vietnamese. Any other language is a plus.
Provide legible communication.
Compute basic athematic
Familiarity with cost controls.
Perform job functions with attention to detail, speed and accuracy.
Prioritize and organize.
Be a clear thinker, remaining calm and resolving problems using good judgment.
Follow directions throughout.
Understand guest’s service needs.
Work cohesively with co-workers as part of a team.
Work with minimal supervision.
Maintain confidentiality of guest information and pertinent Hotel data.
Ascertain departmental training needs and provide such training.
Direct performance of staff and follow up with corrections when needed.
Ability to suggestively sell.
Ability to input and access information in the property management system/computers/point of sales system.
Previous guest relations training.
Responsibilities
Maintain complete knowledge of and comply with all departmental policies/service.
Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
Anticipate guests’ needs, respond ly and acknowledge all guests, however busy and whatever time of day.
Maintain positive guest and employee relations at all times.
Be familiar with all Hotel services/features and local attractions/activities to respond to guest inquiries accurately.
Ability to effectively handle multiple accounts and priorities, to ensure the successful completion of all job duties and client responsibilities.
