Event Sales Coordinator

Mô tả công việc

• Receive all inquiries for banquets, seminars, conferences, gala dinners, weddings, and other events via email, telephone, website, or walk-in guests.
• Collect all key information, including the number of guests, event type, budget, event date and time, menu requirements, venue setup, and other specific requests.
• Classify potential customer leads and assign them to the relevant Sales representatives according to the internal assignment procedures.
• Coordinate guest reception and assist with site inspections when the assigned Sales representative is unavailable or as instructed by the Head of Department.
• Prepare provisional invoices, banquet service contracts, and supplementary agreements based on the details confirmed by the Sales representatives.
• Carefully review commercial terms and conditions, including rates, surcharges, minimum guaranteed numbers, cancellation and penalty policies, and payment schedules.
• Closely monitor the contract signing process between both parties and follow up on deposit payments to ensure they are received before the event date.
• Work closely with the Accounting Department to reconcile payments, arrange VAT invoices, process deposit refunds where applicable, and follow up on outstanding balances until final settlement is completed.
• Lead or participate in weekly BEO (Banquet Event Order) meetings to review and coordinate operational details.
• Manage and continuously update the meeting room and banquet venue schedule to optimize venue utilization and prevent double bookings.
• Provide direct support to Sales representatives and monitor on-site event preparations and guest arrival (event kickoff) to ensure a smooth handover and delivery in accordance with the agreed service standards.
• Enter, update, and maintain all customer records, booking histories, contracts, settlement records, and invoices in the designated systems and shared folders.
• Consolidate data and prepare periodic weekly and monthly reports covering actual banquet revenue versus targets, payment status, lead conversion rates, and booking cancellation analysis.
• Collect post-event guest feedback through Guest Feedback Forms, summarize positive and negative comments, and forward feedback to the Customer Service team to support service quality improvement.
• Manage office supplies, marketing materials (brochures, menu kits, and floor plans), and other administrative tasks related to banquet services to support the Sales team.

Quyền lợi

• Attractive salary and benefits, full service charge and salary during probation period
• Good opportunity for learning and development
• Educational and living expenses allowance
• Benefits for seniority
• 12 annual leaves, 8 days off per month
• Duty meal, uniform provided by Company
• Insurances as per law
• Accident Insurances 24/7
• Dormitory for staff (terms and conditions applied)
• Great change to discover internal and external training programs
• Other benefits will be shared in the interview

Yêu cầu ứng viên

• College diploma or university degree.
• Good command of English, both spoken and written, with the ability to prepare contracts and quotations and communicate effectively with international clients.
• At least one year of experience in a similar position at a 3-star hotel/resort or above, or at a major convention and wedding center.
• Good understanding of BEO (Banquet Event Order) procedures, banquet venue setup styles, and basic F&B service operations.
• Strong communication skills, attention to detail, and the ability to coordinate effectively across departments and work under high pressure during peak event seasons.
• Proficient in Microsoft Office applications (Word, Excel, and PowerPoint) and familiar with hotel management and sales systems (PMS/Opera/SMILE, etc.).
• Willingness and capability to work flexible shifts, including weekends, and public holidays as dictated by business needs.
• Open for the local only.