Groups, Conference & Events Planning Executive

Hilton Worldwide, Inc.; Reading; On-site; GBP 25,000 - 27,000

Job description

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Job Description - Groups, Conference & Events Planning Executive (HOT0BH0E)

Work Locations:

Hilton Reading Hotel, Drake Way, Reading, RG2 0GQ

WELCOME TO A WORLD OF OPPORTUNITIES AT THE UK’s #1 GREAT PLACE TO WORK 2025, AS VOTED BY OUR TEAM MEMBERS! Here it’s all about growth and working in a sustainable way. We all enjoy the art of service, but most importantly, we enjoy a collaborative, unbiased, healthy and responsive space for all team members. This is what makes Hilton Reading the perfect choice for the next step in your career. Here, we’re committed to delivering exceptional guest experiences and unconditioned talent development through innovation and creative thinking.

Annual Salary ranging from £25000 to £27000 plus sales quarterly bonus based on performance.

A WORLD OF REWARDS

• Smart uniform provided and laundered
• Free and healthy meals when on duty
• Grow your Career!
• Personal Development programmes designed to support you at every step of your career
• A chance to make a difference through our Corporate Responsibility programmes – Find out what and how we are doing (https://cr.hilton.com)
• Team Member Travel Program: discounted hotel nights plus 50% off Food and Beverages (subject to individual outlets)
• Guest Experience Day: 1 night stay with breakfast per year (ONLY FOR FRONT OFFICE POSITIONS)
• Team Member Referral Program
• High street discounts: with Perks at Work
• Holiday: 28 days including bank holidays (increasing yearly to up to 33 days)
• Discounted dental and health cover
• Free Parking
• Modern and inclusive Team Member’s areas

Groups, Conference & Events Planning Executive will be responsible for the successful event planning and overall execution of all Groups, Conference & Events that take place within the hotel. The Event Planner will interact frequently with customers and Guests to learn about their needs and develop relationships from which to earn repeat and expanded business.

KEY RESPONSIBILITIES:

• Maximise all GC&E revenue opportunities through upselling of function items.
• Ensure the highest standards of Event Management are in place including building relationships with new/existing customers in order to secure rollover business.
• Participate in the department’s day-to-day operations and activities.
• Build strong relationships with Customers, Guests and Team Members in order to gain full understanding of their needs and work to serve them effectively.
• Accurate administration and control of all GC&E related reservations and blocks.
• Ensure that all BEO’s are handed over to the Food and Beverage Operations Team every week for the following 10 days outline and that all the information is accurate, confirmed and billing details documented and in line with the credit policy.
• Meet & greet nominated conference contact or organizer to check on their satisfaction and the setup of the meeting rooms on the day of the event.
• Conduct Show rounds for companies & agents in line with the Company policy as needed.
• Support the Food & Beverage operations and room reservations team with information as required.
• Ensure all information is relayed to the Chef and Operations Team in a timely manner to ensure they can order and roster effectively.
• Attend Sales events as needed.
• Raise invoices for Events in line with contract/final billing and forward them to the accounts departments on a daily basis with relevant backup documentation to expedite payment.
• Ensure Group Masters are closed on time and responsible for collecting the payments from their GC&E bookings.
• Quote and contract for events arriving within the next 21 days.
• Build and manage group blocks in OnQ and input rooming list in the system.

Daily Tasks:

• Daily Movements email
• Quote and contract for enquiry arriving within next 21 days
• Send Change Log & Daily Amendments
• Deal with client questions/requests as needed
• Invoices & final bills
• PO’s as needed
• Create necessary activities
• Send intro email to client
• Ensure revenue is correct in Delphi vs Contract
• Ensure space and bedrooms are holding on Delphi and OnQ.
• Dietary requirements

Weekly Tasks:

• Pull BEO pack and distribute accordingly
• Attend and present BEOs in weekly Operations meeting
• Update upsell progress on boards
• Review MPS report and scores

Adhoc Tasks:

• Buddy System & Holiday cover for Event Planning and GC&E Sales.
• Handover from GC&E Sales – continue to ensure process is optimal
• Health & Safety for Events
• Dealing with suppliers as needed

EVERY JOB MAKES THE STAY.

At Hilton, It Matters Where You Stay, but The Stay is only one side of the story. We know it takes hundreds of jobs to create unforgettable experiences for our guests – and behind every job, there’s an extraordinary person working to make each Stay magical. That’s why at Hilton, Every Job Makes the Stay.