MICE Account Director

One&Only Aesthesis is hiring a 

MICE Account Director

Job Summary The MICE Account Director is responsible for leading the team of Groups & Events and ensuring the successful proactive and reactive sales and event management of Conference and Incentive programs and/or domestic and international Weddings, Conference and Banqueting functions and Private Events. This covers all aspects from quotation, contracting, coordinating,
planning, communication of requirements and final billing settlement of all groups and banqueting and conferencing functions.

Key Duties and Responsibilities:

• Identify, solicit and develop existing and new accounts.
• Represent One&Only Aesthesis Hotel in a sales capacity during property site inspections and educational visits for travel agents, clients, individual guests, conference groups, incentive groups etc.
• Respond to email and telephone enquiries within 2-4 hours ensuring that the client receives a tailored proposal to suit their needs which includes value adds and indications of group and event discounts.
• Ensure function/ booking information is entered correctly into Opera including an enquiry note, basic rate proposed and activity follow ups for future dates.
• Check venue and rooms availability in Opera prior to confirming to the client.
• Conduct show rounds for events and groups ensuring all departments and management are aware of VIP show rounds for large groups and that arrangements are made to ‘wow’ the clients.
• Possess a comprehensive knowledge of the One&Only facilities and activities within the Hotel.
• Negotiate the contractual terms and ensure all written communication is presented professionally with no errors and attention to branding details such as font etc.
• Meet with client to ensure that all aspects of the event or group are discussed to ensure that the operational teams are fully aware of the client’s requirements and expectations.
• Manage client to ensure that the client is aware of time lines with regards to menu decisions, deposit schedules, room attrition dates etc.
• Drafting of the Group Resume and/ or Function Sheets showing every aspect of the booking from arrival to departure and distributing this to the Operational Department giving them sufficient time to prepare.
• Conduct pre con meetings before group arrival ensuring all required department HOD’s are present and that they are aware of their department’s individual responsibilities.
• Ensure your client receives a pro forma invoice and that deposit payments are paid on due dates.
• Ensure room pickup for groups are as per contract requirements and that Group Agreement Attrition Review dates are kept with the clients.
• Meeting & greeting of client for Groups and Events and introducing them to Banqueting Manager and relevant departments.
• Check with client through the group stay/event to ensure that they are happy with the hotels delivery of their requirements.
• Finalizing of all accounts relating to groups and events and all functions and ensuring that daily billing is completed for larger groups and event.
• Communicate all areas of concern as received from client to relevant department headings
• Attend Morning Meetings when required in order to run through forthcoming groups
• Represent team in Health and Safely and Staff forum meeting if required.
• To be fully conversant with all health and safety, fire and emergency procedures.
• Understand and apply the policies of the One&Only hotel applicable to group accommodation and food and beverage as well as functions and events.
• Understand and apply the knowledge of group accommodation (including rates) and food and beverage contracts.
• To assist with any other duties as required by the Director or another member of the management team.

The MICE Account Director will:

• Attend Morning Meetings to report on daily Groups and Events.
• Attend Revenue Meetings and ensure up to date feedback is produced for all tentative and prospect bookings.
• Generate from Opera a monthly Booking Review of all bookings in the system.
• Ensure weekly checks on deposits due and activities in Opera are up to date.
• Represent Groups &  Events in the Credit Meetings or PM Update Meetings.
• Run monthly Banqueting forecast Reports.
• Ensure adequate records are kept for lost bookings and run reports when required.
• Sign off all contracts and ensure contract match reservations in the booking systems.
• Ensure team reach budget and forecast targets.

Skills, Competencies and Requirements:

• Minimum 3/4 years’ experience in a 4/5* environment.
• Diploma or Qualification in Hospitality Management
• Good communication, interpersonal and customer service skills.
• Leadership skills and the ability to motivate and train others and daily management of a team.
• Ensuring compliance with hygiene and health and safety legislation/guidelines.
• Knowledge of Revenue Management principles and drivers.
• Previous Sales experience.