Celtic Manor Collection Job Description DEPARTMENT Client Services POSITION Event Executive – Wedding Specialist GRADE F REPORTS TO Conference and Events Sales Manager Note: This job description in no way states or implies that those duties listed below are the only ones to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their Senior Manager. POSITION OVERVIEW To be primarily responsible for promoting and selling Celtic Manor as a wedding venue, by meeting wedding couples, conducting showrounds and advising on the best possibilities for all weddings. To up sell at all times in order to maximise revenue. To follow up on all appointments and planning through to pre-con and ‘on the day’ support for the operations team through in depth and thorough Event orders and supporting documentation. To promote and sell all other facilities of the Celtic Manor Resort in order to achieve the Resort’s financial budget including Special Events. To provide an efficient and professional service to all customers with information that is clearly administered and communicated to all parties. GENERAL Responsible for helping to maintain a customer-focused culture which support the values expressed in the Resort Ambition and the Resort’s business goals of profitability and service quality. Establishes and maintain effective and positive relationships within the team as well as other departments. Complies with the resort’s Health and safety, Hygiene policies as well as all other resort policies and procedures. Report all situations that may present a danger to guests or staff immediately to the relevant people and take action to rectify the situation if possible. To ensure that resources are used effectively, minimising waste to protect our environment and to reduce costs. To perform related duties and special assignments as and when required. JOB FUNCTIONS Communication Employees are encouraged to take a lively interest in the activities of the company and, should there be anything on which you have insufficient information or where you are unsure, should ask your immediate line manager. Employees are encouraged to ask questions and to speak to each other. Budgets Maintains an understanding and acceptance of the monthly budgets and a motivation to achieving these. Standards Maintains an understanding of the standards set and expected for the Department and is responsible for the enforcement of these standards through associated job requirements. Controls Maintains an understanding of the controls in place that monitor performance of the Department. Structure Respects the organisational structure in place and the duties and responsibilities of all team members. Conducts yourself professionally and with respect for the professionalism of all other team members and the roles they play in achieving the departmental objectives. Team Ensuring you are trained in all relevant courses applicable to your position and remains passionate about achieving the ultimate internal/external customer experience. Delivery Responsible for delivering the ultimate in professional internal/external customer service with the standards expected and trained by the Department. Responsible for all stock and the care and control of all professional equipment within your working environment. Responsible for the cleanliness and presentation within your working environment in accordance with set standards. Participates in monthly audits and checks on all equipment to verify its location and ensure its full, safe operation. Responsible for escalating any complaints to the Department Manager immediately, providing full details. To handle incoming sales enquiries for weddings in a pro-active manner, via telephone, fax, letter, email and any other forms of communication that customers wish to contact the resort. To process enquiries from initial contact, appointments, to securing contracts and payments as per the booking stages procedure. To be the wedding couples point of contact at all stages, advising on all possibilities, upselling our services. To produce event orders to the correct standard and deadline, ensuring every piece of information is detailed to ensure a smooth running operation on the day. To be present on the day of the wedding, ensuring that everything on the event order carries through, identifying any problems and producing a solution where necessary. To be the main point of contact with the operations team beforehand and on the day of the wedding, ensuring that they understand the running of the wedding and the client’s personal requirements. To use effective questioning skills and sales techniques in order to gather in and collate the information necessary to quote prices. To prepare quotations for private events in line with the resort pricing policy and yield strategy as requested by the Head of Events. To agree with customers at each stage of the booking process a next step procedure in order to move enquiries through the stages from being provisional to definite. To liase with reservations regarding bedrooms requirements, ensuring client is informed of cut off dates, and allocation or rooms matches the client’s requirements. To conduct professional show-rounds of the Resort facilities. To track conversions, lost and denied business. To achieve all budgeted and individual targets as set by the Head of Events. To attend relevant sales meetings and training as required. To action new sales initiatives introduced to the department, e.g. trough periods. To actively participate in client hospitality events, i.e. wedding fayres, wedding showcases and exhibitions To ensure that the rational pricing strategy is followed at all times. To use effective sales techniques to convert enquiries into confirmed bookings. To professionally promote and sell all the Resort facilities at appointments and over the telephone. To be responsible for the co-ordination and administration of all event-related correspondence, including quotations, contracts and brochure requests. To work under the guidance of The Head of Events to develop and execute a sales action plan to create business from new customers. To produce reports on numbers/revenue etc sold on a monthly basis. To be familiar with all Special Events being held in the Resort and be able to assist in booking, confirming and seeing through the event on the date. To establish and maintain effective and positive relationships with his/her own team as well as with other departments. To comply with Resorts Health, Fire and Safety Hygiene policies as well as all other Resort policies and procedures. To report all situations which may represent a danger to guest or staff immediately to his/her supervisor and to take action to rectify the situation, if possible. To perform related duties and special assignments as and when required. Be willing to work every Saturday for weddings and appointments. Training Responsible for attending all required training as scheduled. Leadership Maintains an understanding of the departmental objectives and contributes to a positive team environment, focussed on achieving the ultimate Department experience. Is present for all briefings and debriefs conducted by the Supervisor on duty. Team Building Responsible for contributing to team building sessions both within and outside the resort. Checking Contributes to the gathering of information as directed by the Department Manager including customer feedback, staff feedback, financial performance and any other as required. Evaluation Contribute to compiling periodic reports based on the checking process. Contributes to the analysis of information gathered and in proposing changes within the department. Innovation Supports the implementing of changes to ensure continuous innovations and improvements are made within the department.