Groups & Events Executive | Full Time | Holiday Inn Potts Point

About us 

Travel is a journey. We help make it a joy.
Starting with a warm, inviting welcome for all guests, whether traveling on business or for fun, enjoying a quick night or relaxing for the week. We thrive on making our guests stays brighter, helping them create memories that will last a lifetime. Irresistible smiles are our specialty. We should know, we’ve been on our journey since 1952. So, if you can help us spread the joy of travel to all, we’d love to give you a warm welcome to the Holiday Inn® family.

What’s the job? 

The Groups & Events Executive will work under the guidance of the Director of Sales and assist in the operations of the reservations and events departments with a focus on Group Reservations.  You’ll make sure all our groups and events run smoothly - acting as both brand ambassador and trusted partner. Ensuring guest service standards are upheld, yield and occupancy management to achieve budget, managing group blocks effectively (both from a client perspective as well as accurate system management), communicating with all departments with regards to movement, arrivals and departures of guests and groups whilst being instrumental in the implementation of operational plans to meet the hotel sales and revenue targets, in conjunction with the departmental goals.

• Ensure the whole client experience is successful and memorable and act as the brand ambassador and key contact throughout their journey 
• Build long term relationships with agency contacts and event planners to increase loyalty to the hotel and to the brand 
• Manage rooming lists and ensure clear communication is distributed to relevant staff regarding upcoming groups and conference and events. 
• Effective client management: resolve client requests / concerns and issues which may arise in a professional and sensitive manner working towards a sustainable solution.
• Prepare BEO’s and participate in the weekly BEO meeting to ensure the hotel team have necessary information to deliver a successful event
• Submits a fortnightly forecast. Work with the Portfolio Revenue Director and Director of Sales, to help understand past and future trends, changes in market and key economic factors that may influence demand
• Meet and greet of key clients on site at arrival / departure as required.
• Conduct site inspections, attend competitor site inspections and monitor competitor activity.
• Actively participate in all training sessions and ensure that any pre and post course work is completed by the due date.
• Ensure all systems are updated and accurate.
• Conduct pre-event and post-event meetings with clients and catering colleagues to identify improvements to the guest experience 
• Analyse and action against client satisfaction surveys to improve services 
• Offer advice to clients to reduce waste, save energy and have a minimal impact to the environment 
• Other ad-hoc duties – unexpected moments when we have to pull together to get a task done
• Ensure timely payment of deposits for events 
• Develop a thorough understanding of all processes and systems utilized by IHG to include but not restricted to Delphi, I-Know reporting, Meeting Broker and Sales Source
• Respond to group enquiries in accordance with IHG Guidelines – 24-hour response time
• Sell the IHG products and services using up-selling and suggestive selling techniques
• Process amendments to reservations such as extensions, early departures etc., accurately and in a timely manner
• Liaise with the Front Office team regarding rooms blocked and picked up/ no-shows and cancellations for all residential blocks
• Liaise with Sales & Marketing and Meetings and Events Teams regarding Out of Order room holds
• Record special billing arrangements for groups and conventions
• Understands the department’s financial targets and works together with the Reservations Leader to meet them
• Ensure contracted deposits have been received on time
• Ensure invoices are sent to the client in the time defined by the Finance policy and ensure payments are received 

What we need from you 

• Must currently have the right to work full time, with no restrictions, in Australia 
• Bachelor’s degree or equivalent degree in Marketing, Business or Hospitality Management
• Minimum two years of work experience in a similar role or in hotel operations working in global brand hotels within Australasia
• Some knowledge of hotel systems such as Opera, and Delphi  
• Proactive approach to developing and maintaining strong relations with clients and stakeholders at all organizational levels
• Strong business ethics and principles to strictly adhere to IHG policy related Responsible Business
• Confidence communicating information and resolving issues through diplomacy and negotiation  
• Strong understanding of all aspects of sourcing new business and strategies for key account management
• Demonstrated ability to interact with customers, employees and third parties to reflect well on the Hotel, the brand and IHG
• Successful track record of results, stimulation of higher performance standards and vigorous pursuit of organizational and personal goals
• Strong business acumen
• Flexible work approach and effective working autonomously and within a team
• Strong influencer and persuader
• Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with guests, employees and third parties that reflects highly on the hotel, the brand and the Company. 
• Reading and writing abilities are utilized often when completing paperwork, giving and receiving instructions, and training.
• Numerical skills, as profit/loss concepts, percentages, and variances are utilized frequently.
• Problem solving, reasoning, motivating, organizational and training abilities are used often.
• Ability to travel to attend workshops, specialized training and/or certifications, etc. 
• May be required to work nights, weekends, and/or holidays

What we offer 

We give our people everything they need to succeed. From a competitive salary that rewards all your hard work to a wide range of benefits designed to help you live your best work life – including free duty meals, free parking, impressive room discounts and some of the best training in the business.  

Our mission is to welcome everyone and create inclusive teams where we celebrate difference and encourage colleagues to bring their whole selves to work. IHG Hotels & Resorts provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability. We promote a culture of trust, support, and acceptance. Always welcoming different backgrounds, experiences, and perspectives.  

IHG gives every member of the team the room they need to belong, grow and make a difference in a collaborative environment. We know that to work well, we need to feel well – both inside and outside of work – and through our myWellbeing framework, we are committed to supporting wellbeing in your health, lifestyle, and workplace.  

So, join us and you’ll become part of our ever-growing global family.