[Conrad Tokyo] Conference & Events Manager for MICE(Supervisor)

With thousands of hotels in over 100 countries and territories, Hilton offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience, we offer the millions of travellers who stay with us every year a welcome they will never forget. In addition to our flagship brand, Hilton Hotels & Resorts, the family of brands includes Waldorf Astoria, LXR, Conrad, Canopy, Curio Collection, DoubleTree, Hilton Garden Inn, Hampton and many others.

If you appreciate the impact global travel can have on the world, you may be just the person we are looking for to work as a Hilton Team Member. Because it's with Hilton where we never forget the reason we're here: to delight our guests, Team Members, and owners alike.

The Conference & Events Manager for MICE is responsible for the successful handling of groups involving 10 or more guestrooms. This role ensures effective communication with clients and efficient coordination with departments concerned, under the general guidance and supervision of the Director of Sales, maximizing business opportunities.

What will I be doing?

As the Conference & Events Manager for MICE, you will be responsible for performing the following tasks to the highest standards:

• Liaise closely with the Proactive Sales team in proposing the best deal when handling leads / inquiries (pricing strategy, special requirements) passed over, in order to convert the leads / inquiries to confirmed events.

• Prepare proposals and contracts for leads, addressing inquiries received from Sales Managers.

• Follow through from negotiation until departure for events assigned.

• Liaise with clients on finalizing details and give professional advice on set-ups and planning of events.

• Practice up-selling at all opportunities to maximize revenue.

• Ensure effective communication with clients and internal departments.

• Responsible for the dissemination of groups related information to other departments e.g. issues on banquet event orders and group resumes as well as chair pre-event meetings.

• Maintain close coordination with respective departments on organizers' requirements and last-minute event requirements.

• Be visible to organizers and clients during their event / group dates and monitor guest satisfaction.

• Oversee the operation of banquet functions and work closely with various departments to ensure quality service is delivered to our clients at all times.

• Regularly review master account postings to ensure postings are correctly done.

• Review bills with organizers regularly so as to eliminate adjustments needed on final invoices.

• Maintain close communication with concerned Sales Managers during the process.

• Involve concerned Sales Managers during post-event meetings and post-event follow-ups such as sending thank you letters and post-event critique forms together.

• Verify total charges and layout of invoices prepared by the Accounts team and send out to organizers.

• Obtain feedback from clients and follow through with the necessary actions.

• Refer leads and send event profile information to relevant sister hotels, NSO / ISO (if any).

• Maintain the active event profile database and group chart.

• Establish and maintain files of major accounts, assisting the Director of Banquet Sales in maintaining the accounts management system.

• Establish good working relationships with internal customers (other departments of the hotel) and external customers (clients, event contractors, suppliers).

• Actively participate in achieving departmental goals which contribute to marketing budget.

• Closely monitor account revenue and business production.

• Provide feedback on market trends and keep updated with client relationships and overall business goals through close communication with Banquet Sales Managers and the Director of Sales.

• Assist the Director of Sales in the forecasting of group room nights and banquet revenue.

• Arrange relationship building visitations when necessary.

• Cross-sell other Hilton hotels.

• Handle inquiries for re-booking of business and new leads when Sales Managers are not available.

• Closely communicate with concerned Sales Managers regarding the progress of negotiation processes.

• Conduct site inspections for potential clients when Sales Managers / Coordinators are not available.

• Attend regular communication meetings with operations staff to update on event details.

• Ensure effective and close communication within the department and other departments.

• Maintain timely and responsive communication with clients.

• Liaise with the Food & Beverage department in ensuring that the hotel hygiene and food safety control standards are maintained.

• Always ensure that a hospitable service atmosphere is projected at all times in the hospitality business.

• Carry out any other reasonable duties and responsibilities as assigned.

• The Management reserves the right to make changes to this job description at its sole discretion and without advance notice.

What are we looking for?

An Conference & Events Manager for MICE serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

• Minimum 1 years of experience in a similar capacity with international chain hotels.

• Excellent command of written and spoken English and Japanses to meet business needs.

• Good team player and able to manage by example.

• Good communication, interpersonal, presentation and organizational skills.

• Have hotel sales experience and hotel database.

• Able to work under pressure and deal with stressful situations during busy periods.

• Very familiar with local market and good at marketing trend analysis.

What will it be like to work for Hilton?

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travellers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all