Accueil / Carriere / Congress Accommodation Coordinator

ROLE:

Under the responsibility of the Accommodation Supervisor, you will be in charge of managing the accommodation for the sponsors, exhibitors and participants of the congresses, as well as of the negotiations and relations with hotels.
 

RESPONSIBILITIES AND TASKS:

  • Participation in the negotiation of rates, commissions and terms and conditions of purchase with hotels within Europe
  • Reservation and follow-up of quotas, options and contracts with the hotels
  • Creation of supports to optimize sales: plans, descriptions and data sheets of hotels, maps for localization, etc.
  • Creation of statistics per event (turnover, room nights, commission)
  • Guarantee of the competitivity of the offered rates through regular checks of main competitors and the hotels (special offers, online promotions, etc...)
  • Travelling for site inspections if necessary
  • Participation in the life in the company and collaboration with other departments in order to contribute to the general success of the company

FOR A GIVEN CONGRESS:

  • Follow-up of options and quotas at hotels, for group as well as individual sales
  • Monitoring of deadlines
  • Record and management of rooming lists
  • Follow-up of commercial proposals and contracts with clients and hotels
  • Treatment of client requests (fax, e-mail, phone, ...) and verification of received reservations through the web page of the congress
  • Management and follow-up of invoices of clients, deposits, encashment, etc.
  • Management and follow-up of the invoicing of the commissions of the hotels, encashment, etc.
  • Financial follow-ups and post-event management, such as re-contacting clients concerning unpaid invoices, verification of invoices of suppliers and imputation of payments (in order to achieve regular bookkeeping)
  • Participation in internal meetings (and occasionally meetings with clients) for the coordination of projects
  • Follow-up of guests of the congress, in accordance with the team of Colloquium
  • Creation and analysis of sales reports and balance sheets of events according to the needs of the sales department and the management (statistics of room nights, commissions, etc.)
  • Depending on the dimension of the handled event, presence at the event and/or on-call duty for operational support for the requests and problems concerning accommodation (dealing with last minute changes, problems with hotels, no-shows, etc.)
  • Collaboration with the other departments in order to make sure that best service is provided for the clients, particularly in the case of reclamations or operational problems (overbooking, alternative accommodations, etc.)

PROFILE:

  • Excellent communication skills, particularly on the phone
  • Excellent negotiation skills and management of the relations with the hotels
  • Familiarity with the hotel market in general
  • Flexibility concerning working hours – especially during the period of the congress
  • Sense of organization, rigorousness in the management of the projects, flexibility, dynamism
  • Commercial business spirit, service orientated, attentive listener
  • Group spirit, capability to handle seasonal variations in workload, good handling of stress
  • Oral and written skills in French and English – other languages are a plus
  • Good knowledge of basic computer tools and specific software

HIERARCHICAL ASPECT:

  • Report to the Accommodation Supervisor

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