Groups and Events Assistant

Description

Job Summary: Responsible for coordinating the Sales Department, supporting the team to ensure that Business Plan objectives are achieved. Key Highlights: 1. Coordinate the Sales Department and support the team to achieve targets 2. Develop event proposals and attend to customers in person or by phone 3. Continuously expand the contact network and act as an intermediary with customers **Hilton Porto Alegre Hotel \-** **Rua Olavo Barreto Viana, 18, Porto Alegre \- RS** **Primary Responsibilities:** Responsible for coordinating the Sales Department, supporting the team to ensure that objectives defined in the Business Plan are achieved. **Essential Functions:** 10% – Prepare daily activity reports to support work execution. 80% – Develop proposals for events with group accommodations (minimum of 10 rooms) and for groups without events. 10% – Attend to customers in person or by phone, participate in meetings, and support various requests. **Supporting Functions:** * In addition to essential functions, this position may perform the following activities as needed: * Familiarize oneself with Hilton Brand Quality Standards evaluated by the Mystery Guest. * Verify room availability and develop proposals for events with or without group accommodations. * Occasionally assist in preparing and sending BEOs, contracts, and addendums. * Conduct site inspections. * Be responsible for sending internal BEOs from the sales department. * Be available to cover event coordinators’ vacations. * Read newspapers daily to gather customer information and strengthen relationships. * Continuously expand internal and external contact networks. * Schedule familiarization visits to the hotel and handle unexpected requests. * Act as an intermediary between customers and the hotel team when necessary. * Support Sales Managers by verifying room availability and optimizing space occupancy. * Report monthly progress on functions and results against targets to the Groups and Events Manager. * Update daily activities in the Delphi system. * Ensure responses to all customer requests within 24 hours. * Prepare and send correspondence required for department operations and integration with other departments. * Maintain a positive work environment and effective interdepartmental communication. * Answer telephone calls within three rings, courteously and professionally. * Attend sales meetings as requested. * Participate in internal training sessions and share knowledge with colleagues. * Demonstrate a positive attitude, willingness, and cooperative spirit toward guests and team members. * Complete the semiannual Team Member Opinion Survey. * Follow up on confirmed groups and events, ensuring timely payments. * Promote other Hilton brand hotels whenever possible. * Actively contribute to creating Hilton Moments. * Address guests by name whenever possible. * Understand satisfaction reports (SALT and MPS), monitor results, and participate in action plans. **Guidance for Social Events Market** * Accompany tastings so the customer can select and approve the menu. * Hold meetings with the Chef to present menus and evaluate new possibilities. * Hold meetings with the Banquets Supervisor and the customer to align party details and special items. * Greet customers on the event day, supporting the Supervisor and confirming final details. * Present\-self punctually, properly uniformed, and with excellent personal appearance. * Adapt\-to operational changes and adhere to scheduled working hours. **Other Duties** * Embrace the Hilton Family culture and demonstrate mastery of service standards. * Maintain regular attendance per hotel-defined standards. * Collaborate with other departments when requested by supervisors. * Security Requirements * Follow ergonomic practices to prevent repetitive strain injuries. * Respect safety standards for people, facilities, and equipment. * Keep utensils and equipment clean and organized. * Comply with energy, water conservation, and recycling initiatives. * Adhere to the hotel’s environmental conservation policies. * Immediately report any irregularities involving guests, staff, or property to the Security Department. * Know emergency and fire procedures. **Specific Knowledge and Skills** * Prepare group forms containing all necessary information. * Know and promote hotel amenities, understanding strengths and weaknesses relative to competitors. * Knowledge of different room setup types. * Basic knowledge of audiovisual equipment. * Excellent internal and external relationship skills, with composure, diplomacy, and respect. * Proficiency in the Delphi system. * Proficiency in Windows tools (Word, PowerPoint, Excel, Outlook, Internet, Intranet). * Customer-focused interpersonal skills. * Ability to coordinate and manage multiple tasks simultaneously. **Qualifications:** * Completed undergraduate degree * Intermediate English proficiency * Solid knowledge of Word, Excel, Outlook, and PowerPoint