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Convention Services Executive

  • Ba Ria - Vung Tau
  • Experienced (Non - Manager)
  • Permanent
  • 1 - 2 Years
  • Negotiable
  • Administration
  • FB - Administration
  • 30/12/2019

Job Description


  • Review all daily group accommodation, food & beverage and conference charges posted to relevant accounts during each convention, meeting or incentive, to ensure that all charges are in line with run down and event orders. Ensure correct figures are reflected in Cenium actuals.
  • Through themes and activities develop opportunities for incremental revenue (or through other on site venue’s/departments) to increase the hotels profitability and give a competitive advantage.
  • Is specifically charged with the responsibility, and given the authority to do whatever is necessary to ensure that meetings and conventions satisfy the customer and add to the hotel’s profitability.
  • Provides concise information in a timely manner to delegate operational tasks to other operational departments as appropriate.
  • Interact with other departments in a friendly, positive and professional manner to foster good rapport, promote team spirit and ensure effective two way communication across the service departments.
  • Ensure deposits, contracts, and settlements are received as due.
  • To ensure the client is understood and their expectations are met, and that this information is communicated accurately to the operational hotel departments through Group Instruction’s, Pre and Post Event Meetings etc. Be visible and accessible to the customer by maintaining contact with the client throughout the event.
  • Develops appropriate administrative and communication policies and procedures in accordance with hotel’s goals and guidelines.
  • To negotiate with clients ensuring that profitability guidelines of the hotel are adhered to and at the same time, guest needs and expectations are met.
  • Demonstrates effective and appropriate interaction with guests while maintaining a professional approach and image.
  • Ensure accurate recording of covers and revenue data in the sales and catering system.
  • Works closely with contracted MICE business to ensure the smooth execution of the event.
  • Work closely with Banquet Manger to ensure all aspects of the event have been cost effective and serviced both clients and hotel needs.
  • Assists with the development of new product themes, services and marketing strategies.
  • Adheres to the Hotel credit policy and other procedures
  • Identifies and handles telephone inquiries effectively and efficiently.
  • Promptly handles daily in-coming email and internal correspondence.
  • Attending to walk-in clients and enquiries of both sales & marketing.
  • Maintains a safe and secure working environment.
  • Be familiar with hotel safety, current first aid and fire emergency procedures.
  • Analyses, evaluates and improves personal performance on a continual basis.
  • Ensures all reporting and servicing deadlines are met in a timely fashion.
  • Responsible for daily distribution of BEOs, daily/weekly/monthly reports.
  • Maintains a filing and tracing system for the Catering & Conventions Department.
  • Prevents and resolves all guest concerns.
  • Abides by the Hotel Employee Handbook and the Hotel Code of Conduct.
  • Maintains strictest confidentiality at all times on all matters.
  • Participate in WOW site inspection.
    • Act as the advisor for Management with regard to the preparation, operation and evaluation of the functions or MICE operations.

Job Requirement

  • Excellent written and spoken English are a must.

  • Good computer skills with minimum requirement in use of Microsoft Windows 2010 or higher, Microsoft Office 2010 or higher, Internet and other popular software.

  • Requires excellent communication skills, both verbal and written.

  • Convey a high level of understanding of the importance of attention to details.

  • Ensure accuracy by verifying work against standards or input of others.

  • Take extra steps to ensure work is completed on time.

  • Pursue increased responsibility.

  • Maintain a high level of output and quality regardless of the task load.

  • Take initiative and act quickly to deliver projects in a professional manner.

  • High Organization, Co-ordination Ability.

  • Actively participate as a team player to ensure unit cohesion.

  • Present one-self in an appropriate manner i.e. dress code and personal hygiene.

  • Be able to use appropriate choice of words/brand language and actions when dealing with both internal and external customers.

  • Ability to work independently and as a team.


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