Wedding Banquet Sales Coordinator

The Wedding & Banquet Sales Coordinator is responsible for supporting the Wedding and Banquet Sales team in handling client inquiries, preparing proposals and quotations, coordinating event arrangements, and providing administrative support to ensure the successful execution of weddings, social events, and banquet functions. The position works closely with clients and internal hotel departments to deliver excellent customer service, achieve sales targets, and ensure that all events are organized according to client requirements and hotel standards.

Key Responsibilities

A. Sales Coordination and Client Relations

1. Respond promptly and professionally to inquiries regarding wedding packages, banquet facilities, social events, and other hotel event services.

2. Assist the Wedding and Banquet Sales team in preparing sales proposals, quotations, wedding packages, and event presentations.

3. Coordinate appointments, hotel site inspections, venue show-arounds, and client meetings.

4. Maintain good relationships with clients, wedding organizers, event planners, vendors, and business partners.

5. Follow up on potential clients and outstanding proposals to support conversion into confirmed business.

6. Provide accurate information regarding venue availability, event packages, facilities, menus, and hotel services.

7. Assist in negotiating event details within the authority and guidelines established by the Sales Manager.

8. Maintain professional communication with clients throughout the inquiry, confirmation, planning, and post-event stages.

B. Wedding and Banquet Event Coordination

1. Coordinate wedding and banquet event requirements with the relevant hotel departments.

2. Prepare and distribute Banquet Event Orders (BEOs) or other event function documents based on confirmed client requirements.

3. Ensure that event details, including event dates, venue setup, guest numbers, menus, decorations, audiovisual equipment, and special requests, are accurately recorded.

4. Liaise with Food & Beverage, Banquet Operations, Kitchen, Front Office, Housekeeping, Engineering, and other relevant departments to ensure smooth event preparation.

5. Assist in coordinating wedding rehearsals, food tastings, venue inspections, and pre-event meetings when required.

6. Monitor changes to event arrangements and ensure that updated information is communicated to all concerned departments.

7. Assist in conducting pre-event briefings and follow up on event preparation progress.

8. Support the Sales team during event execution to ensure client expectations and hotel service standards are met.

C. Administrative and Documentation Support

1. Maintain accurate records of client inquiries, sales activities, event confirmations, and correspondence.

2. Prepare contracts, event proposals, quotations, confirmation letters, and other sales-related documents for review and approval.

3. Update the sales database, event calendar, and client records regularly.

4. Assist in preparing sales reports, event forecasts, and administrative documentation.

5. Ensure all event documents are properly filed and accessible to the relevant team members.

6. Monitor payment schedules, deposits, outstanding balances, and billing documentation in coordination with the Sales team and Finance Department.

7. Ensure that client information and commercial documents are handled confidentially.

D. Sales Performance and Business Development

1. Support the achievement of wedding and banquet revenue targets through effective sales administration and client follow-up.

2. Assist in identifying potential wedding clients, social event opportunities, and new business leads.

3. Maintain an updated database of wedding organizers, event planners, vendors, and prospective clients.

4. Assist in preparing promotional materials, wedding package information, and sales presentations.

5. Support wedding showcases, wedding fairs, open houses, sales campaigns, and other promotional activities.

6. Monitor competitor packages and market information when required by the Sales Manager.

7. Encourage repeat business and referrals by maintaining positive relationships with existing clients.

E. Guest Satisfaction and Post-Event Follow-Up

1. Ensure clients receive timely updates and professional assistance throughout the event planning process.

2. Assist in addressing client concerns and coordinating solutions with the relevant departments.

3. Follow up with clients after events to obtain feedback and identify opportunities for improvement.

4. Support the resolution of complaints related to event arrangements and service delivery.

5. Maintain accurate records of client feedback and communicate improvement opportunities to the Sales Manager.

6. Help ensure that every wedding and banquet event reflects the hotel's service standards and brand image.

F. Compliance and Other Responsibilities

1. Follow hotel policies, Standard Operating Procedures (SOPs), and applicable Accor brand standards.

2. Ensure event arrangements comply with hotel safety regulations and operational requirements.

3. Coordinate with Finance and other departments to ensure compliance with payment procedures and contractual requirements.

4. Support internal audits and departmental reporting when required.

5. Perform other duties and responsibilities as assigned by the immediate supervisor or management.