Hotel Co- Coordinator

Job Description

Position: Hotel CoordinatorLocation: BirminghamPay: £10.56 - £11.71OngoingJob Summary for Hotel CoordinatorJob Purpose: The position offers an opportunity to experience a variety of departments that are crucial to the day-to-day running of one of Birminghams busiest hotel and conference venues. It requires a thorough understanding of administrative procedures acrossthe various business functions and demonstrates confidentiality in dealing with business affairs. A key focus of this role is to work with the Commercial Manager to coordinate customer enquiries, work with the Operations Manager to maintain the Guest lineproperty management system to the agreed standard, co-ordinate bookings and work with the sales, revenue and the events team to provide a high standard of customer support. It will also involve providing support to the Head of Conference Aston and Hotel FinancialController to assist with administration and finance duties as required, as well as the Building Services Manager in support of venue Health and Safety administration. For the majority of the time, the post-holder will be undertake the roles duties on a Mondayto Friday basis, within standard business hours, however, the role requires some flexibility to work 5 in 7, or shifts, in order to provide occasional support to operational areas. The position is offered on a full-time permanent basisDuties for Hotel Coordinator

• To support the sales and events enquiry desk with incoming calls, emails and enquiries from all external and internal University sources for Conferences and Events, converting enquiries to confirmed/contracted bookings.
• To actively work on the Property Management Software database to ensure all information is correctly loaded and recorded to enable efficient use of the system. To enter all enquires and chase activities on the diary management system.
• To ensure the effective use of the hotel and conference rate strategies, and bedroom and conference diary management is made to maximise revenue potential for new enquiries.
• To ensure that information relating to client requirements for provisional and confirmed event bookings is captured effectively in line with the departmental standards of procedure.
• Working with the Event Planning Team on event final details, liaising with the operations and front of house teams, so that the operational delivery of the event can be undertaken to the highest quality levels.
• To assist general enquiries and callers to the hotel, with details relating to their hotel stay, hosting their events at Conference Aston, advising on aspects of the event process and other venue enquiries, and following these up by telephone or email asneeded.
• To be familiar with the Conference Aston SOPs for the different areas of the business (Including: Finance, Sales, Events, Reception/Front of House.).
• To provide administration support in sending deposits, event invoices, payment links, hotel payments and other financial tasks, as required by the Hotel Finance Controller.
• To support departments as required, with collating data for any weekly/monthly business reporting, to ensure this is delivered on time and to a high standard.
• Ensure all personal and customer data is handled with the utmost professionalism, in line with the venue privacy statement and UK Data Protection Laws.
• To support administration of department meetings such as minute taking, preparing standard weekly function sheet reports or daily operations briefing data.

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