Assistant Conference and Events Manager - Leading Industry Pay

Owning Company; Pro-Invest Group:

Pro-invest Group is a global asset management and investment firm specializing in real estate, with an extensive track record of both delivering new-build hotels and repositioning existing hotels across Australia and New Zealand. As a leading hotel developer, we are a trusted partner to some of the world’s most recognized hotel brands, including Holiday Inn Express, voco, Hotel Indigo, Kimpton & Sebel.

At Pro-Invest Group we are looking for individuals that share and demonstrate our Core values;

• Trust - Trust is the prerequisite for our success, we uphold the trust of and provide peace of mind for everyone we serve by being consistently reliable and delivering on our promises.

• Transparency - Transparency is critical to building trust. We are therefore upfront and open in our actions and communications. As an organization, we are visible and direct in our intent and interactions. As individuals we are honest and accountable.

• Integrity - We conduct ourselves and our business ethically. We are unwavering in our principles, and we will always choose to do what’s right - not what is easy. 

• Commitment - We are tenacious and passionate. We take pride in our commitment to professionalism, innovation and sustainability, and orientate strategic business decisions based on these commitments.

Brand; voco and Holiday Inn Express

As a dual brand location, we can expect to adapt between the laid-back, unstuffy lifestyle upscale voco experience, and the no-frills, limited-service Holiday Inn Express mid-scale accommodation and F&B offering.

Our Guests are different, our offer is different, but our guests are still at the Centre of all we do, and the way approach our professional lives in an authentic, values-based approach. 

Specific Brand training will be provided as part of your first 3 months with the Hotel. Much of this will be self-driven, some may be face to face, but all of it is important in your journey with Pro-invest Hotels.

JOB OVERVIEW

Under the general direction of the Director of Food and Beverage and in collaboration with the Director of Sales and Executive Chef you will be ensure all client meetings and events run smoothly. Acting as both brand ambassador and trusted partner – you’ll connect internal teams to deliver a seamless experience for planners, hosts and meeting attendees, providing coordination and execution to meet and exceed revenue and profit targets. 

A good communicator and team leader, you will be responsible for working between departments in the best interest of the commercial success of the hotel, with a can-do attitude, exemplary customer service outlook and a growth mindset.

Duties & Responsibilities

FINANCIAL RETURNS

• Support the team in achieving budgeted revenue targets / incremental revenues and team sales goals, to maximize the profitability of the hotel while maintaining customer satisfaction.

• Assist the team in preparation of group / wedding / social proforma invoices and final invoices. 

• Work alongside BDD to Complete forecasts, plans, and productivity reports and help prepare the departmental budget and financial plans. 

• Communicate with Finance department effectively and manage all purchase orders. 

• Complete all administrative tasks and special projects accurately and in a timely manner. 

• Compete all floorplans for Services team to assist in client requirements. 

• Lead & manage all in-house events and group rooming lists alongside Reservations department. 

• Ensure the Cash Handling Standard Operating Procedure (SOP) for the Hotels is strictly adhered to. 

• Ensure that the Cash Handling SOP is regularly (6 monthly) re-trained to keep up to pace of any updates. 

• Ensure any variances to the Cash handling SOP is immediately reported as per the SOP to your supervisor or Manager.

PEOPLE 

• Lead and develop the Social & Events Attendants. 

• Manage all interdepartmental communications. 

• Assist in special projects such as Food & Beverage Promotions. 

• Participate in all training sessions and ensure that any pre and post course work is completed by the due date. 

• Promote teamwork and quality service through daily communication and coordination with other departments as well as with stakeholders across IHG. 

• Support of new team members within the team by assisting/driving their on-boarding programme. 

• Have a clear and up to date understanding of the hotel product including facilities, packages and loyalty programs. 

• Embrace the IHG Vision, Winning Ways, Purpose, Brands, and overarching IHG Way of Sales and ways of working. 

• Ensure active management of individual GAPS and personal development plan

GUEST EXPERIENCE

• Manage the customer / guest journey from the point of arrival in accordance with Standard Operating Procedures and the hotel’s Sales and Marketing strategy. 

• Support the team with site inspections, client entertainment, familiarization, client signage, etc. 

• Plan and conduct pre-event, daily de-brief, and post event meetings with clients; assist manage all aspects of their event. 

• Maintain a visible presence during functions to ensure service delivery – lead from the front 

• Ensure feedback received during the event and post the event is passed to Operations and work with them to identify immediate solutions. 

• Ensure the whole client experience successful and memorable and act as the brand ambassador and key contact throughout their journey.

RESPONSIBLE BUSINESS 

• Maintains exemplary department standards of behavior and appearance and attitude as expected 

• Takes personal interest and pride to ensure that the work area is kept clean and in an orderly state at all times 

• Endeavors to maintain the high standards of the hotel with particular regard to the importance of IHG Loyalty Program member and other VIP’s and with reference to hotel and to be a health or safety hazard.

• Demonstrate awareness of WHS policies and procedures and ensure all work practices are carried out within WHS guidelines. 

• Facilitate the reporting and investigation of injuries and illnesses arising from workplace activities, recommend and implemented corrective actions as required, to prevent or minimize the chance of recurrence. 

• Be aware of duty of care and adhere to occupational, health and safety legislation, policies and procedures.

• Be familiar with property safety, first aid and fire and emergency procedures and operate equipment safely and sensibly.

• Initiate action to correct a hazardous situation and notify supervisors of potential dangers. 

• Maintain filing systems mailing lists and central files on off-site suppliers, attractions and destination information. 

• Identifying and controlling risks to health or safety associated with potential exposure to COVID-19. Ensuring the COVID-Safe Workplace plan is always in place and communicated to all employees and adhered to. 

• Champion the identification and reporting of hazards, evaluation or risks, and design and the implementation of hazard and control measures. 

• Strictly adhere to company policy concerning the gifts & bribery, & data privacy regulations. 

• Strictly adhere to responsible service of alcohol regulations and ensure all employees follow the same practice. 

• Perform other duties as reasonably assigned.

Accountability

Reports to – Director of Food & Beverage with strong liaison with Director of Sales (DOS)

Key Metrics – 

• Guest / patron feedback 

• Completion of assigned tasks/ projects 

• Meeting Deadlines 

• Key performance objectives 

• Performance development review 

• KPI’s will be set in conjunction with the DOS and Hotel Manager on commencement and will be allocated according to the skillset of the successful applicant.

Key Relationships

Internal 

• Builds effective relationships with Hotel Leader cohort and all Colleagues, particularly across R&B. 

• Pro-Invest Hotel Group 

• IHG Global/National Sales

External

• Interacts with guests and individuals external to the business including, but not limited to, current and potential clients, suppliers;

Qualifications & Requirements

Required Skills

• Demonstrated ability to interact with customers, employees and third parties that reflects highly on the hotel, the brand and the Company. 

• Excellent written and verbal communication skills 

• Proven quick thinking and problem-solving ability 

• Meticulous attention to detail, planning and execution 

• Problem solving, reasoning, motivating, organizational abilities 

• Strong interpersonal skills both written and verbal 

• Ability to manage multiple tasks and conflicting deadlines 

• Bachelor’s degree or equivalent international degree in Business or Hospitality Management or similar 

• Comprehension of Hotel systems and revenue management principles

Experience 

• Demonstrable team management / leadership in a similar food & beverage services environment 

• Proactive approach to developing and maintaining strong relations with clients and stakeholders including customers’ and management 

• Acknowledged experience in all aspects of Event Management and delivery 

• Strong presentation, problem solving and communication skills 

• Strong influencer and persuader 

• Flexible work approach

The statements in this job description are intended to describe the essential nature and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job.