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Events Cum Admin Co-ordinator (KL)

Events cum Admin Co-ordinator (KL)

Faculty/Department: UCSI Hotels Sdn Bhd

Campus: Kuala Lumpur



Responsibilities

  • Preparation of BEO- Banquet Event Orders and responsible to ensure they are issued and distributed in a timely manner.
  • Prepare all administrative material such as proposals, contracts, change forms and all other inter-departmental forms accurately.
  • Distribute Daily Events reports to ensure communication to all internal departments throughout hotel.
  • Answer banquet and outdoor catering sales inquiries and routing them to appropriate sales manager for handling.
  • Monitor all correspondence to ensure it meets with Hotel policy and procedures.
  • Respond within 24 hours to any Group, checking space/rates in system and communicating to respective Manager for further follow up, assisting Sales/Asst Sales/ Banquet & Catering Executive)
  • Work closely with F&B Department to ensure all aspects of the event have been cost effective and serviced both clients and hotel needs.
  • Tour, inspect and monitor banquet rooms and presentations (to assist operations to raise IIS if needed)
  • Respond to requests for proposals for small meetings / events including set-up, food and beverage needs, rooms and audio visual needs.
  • Communicating client requirements in a timely and accurate manner to all internal departments as required, ensuring delivery of superior guest service. 
  • Ensure accurate follow up and communication both internally and to the guest / client.
  • Ensure that Opera Sales and Catering / Other Banqueting software are updated daily for all event space bookings.
  • Ensure that all accounts are properly updated in the banqueting system.
  • Ensure there are enough sales kits available for any customer visit.
  • Ensure feedback received from host / guests are passed on to all departments.
  • Maintain a positive working relationship between all departments.
  • Able to generate various reports from Banqueting systems and excel to track group and event revenue etc.
  • Participate in daily business review meeting, sales meetings and management meetings.
  • To possess basic knowledge in food cost & products available
  • To be the hotel’s main contact person for internal events
Administration
  • Manage duty rosters for payroll/to remind respective sections (kitchen, outlets, front desk, admin, housekeeping, stewarding etc) for submissions before stipulated deadlines. 
  • Manage Part Timers payment claims and submission
  • Perform typing activities, e.g. monthly statistics and reports.
  • File and retrieve departmental documents.
  • Arrange appointment and answer phone calls.
  • Perform administrative services, such as reply letters on guest enquiries and confirmation letters on banquet / function reservations.
  • Ensure proper and efficient distribution of inter-departmental and external mail.
  • Attend and take minutes in all meetings
  • Any other job assigned by the management/General Manager such as taking minutes for meetings and setting datelines for various operational follow-ups


Requirements

  • Minimum SPM/STPM/Certificate/Diploma in Hospitality/Tourism Management
  • At least 1 (one) year related working experience 
  • Well versed with Microsoft Office (Word, Excel, Power Point)
  • Possess good written and communication skills in Bahasa Malaysia and English.
  • Good interpersonal, ability to prioritize workload & work within tight deadlines.
  • Practice Integrity, Courtesy & well groomed at all times

Deadline: 30 Sep 2022 | Last Update: 09 Aug 2022