Booking Coordinator

Position Summary:

As a Booking Coordinator, you are responsible for handling the administrative and logistical aspects of reserving and managing event spaces within the Manchester Event and Visitor’s Center.  This includes tasks of managing room bookings, coordinating with clients, handling inquiries, and ensuring all necessary services are arranged, as well as, play a key role in client communication, providing information, and managing event details from initial booking to post-event follow-up.

Booking Coordinator Duties and Responsibilities:

1. Managing the Center’s booking system, assigning rooms, and scheduling events to optimize space utilization.
2. Prepare all typed materials like proposals, change forms, floor plans, and all other inter-departmental forms accurately.
3. Answer banquet and outside inquiries routing them for appropriate handling.
4. Monitor all correspondence to ensure it meets with Center policy and procedures.
5. Respond to inquiries, provide information about available spaces and services, and confirm booking details.
6. Work with clients to arrange audio-visual equipment, room setups and other necessary services.
7. Tour, inspect and monitor banquet rooms and presentations.
8. Provide on-site support during events, addressing client needs, and ensuring smooth operations.
9. Ensure accurate follow up and communication both internally and to the guest / client. Handle client complaints tactfully and promptly.
10. Ensure that all accounts are properly updated in the booking system.
11. Ensure feedback received from host / guests is passed on to all departments.
12. Ensure a positive working relationship between all departments.
13. Maintain valid call objectives and relevant action plans for each key account/key prospect and ensure all follow up is done in timely manner.
14. Maintains high standards of personal appearance and grooming, which include compliance with the dress code.
15. Any other job related to banqueting assigned by the management.
16. Stay abreast of current trends with superior attention to detail.

Knowledge, Skills and Abilities:

1. Excellent communication and interpersonal skills necessary.

 2. Organizational and time management skills.

3. Problem-solving and conflict-resolution skills.

4. Must be flexible to accommodate irregular or extended hours duties.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts.  The noise level in the work environment is usually moderate.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk to hear.  The employee is occasionally required to stand, walk, and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills and Abilities:

1. Excellent communication and interpersonal skills necessary.

 2. Organizational and time management skills.

3. Problem-solving and conflict-resolution skills.

4. Must be flexible to accommodate irregular or extended hours duties.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts.  The noise level in the work environment is usually moderate.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk to hear.  The employee is occasionally required to stand, walk, and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.