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Conference & Events Sales Co-ordinator

Cork International HotelCorkFull-time


Title: “Conference and Events Sales Co-Ordinator” 

Place of Work: Conference Sales Office at the Cork International Hotel

Report To: Conference and Events Sales Manager, General Manager of Cork International Hotel 


Scope and General Purpose:

To analyse and generate all relevant business for both the Cork International Hotel. Quality and quantify all business appropriate to both hotels and seek advice from the Conference and Events Sales Manager. Liaise with all clients, ascertaining their requirements and coordinating these needs to ensure the successful execution of all events (large or small) at both hotels.

  • To ensure that all email and phone enquiries for meeting and events at both hotels are answered within 2 hours of receiving the detail (this applies Monday – Friday)
  • Report on weekly & monthly C&E sales activity and revenues for both airport hotels to the Conference and Events Sales Manager
  • Help prepare and assist on monthly forecast reports for both hotels for C&E revenues
  • Co-ordinate and apply the new Trigon Hotels Monthly Meeting Room Occupancy report into your daily activities for both hotels.
  • Taking responsibility when creating both individual and company profiles in Opera to include all details from Company Name | Full Address | Company Contact Name | Contact Landline/Mobile | Company Email Address
  • Updating company profiles in Opera with client notes & requests
  • Updating new Trigon Hotels CRM system with all enquiries / all bookings / all sales leads / all individual contact details
  • Co-ordinating weekly tele sales calls as directed by the Conference and Events Sales Manager to past events for repeat business or cross-promotion of our sister hotel “The Metropole Hotel Cork”.
  • Help co-ordinate all wedding business for the Cork International Hotel
  • Assist with the delivery of between 2-4 wedding showcases at the Cork International Hotel each year
  • Do all site inspections to the standard of the SOP created by the Conference and Events Sales Manager and Group Corporate & MICE Sales Manager
  • To monitor and control provisional and confirmed events bookings and ensure they are confirmed with us and that no double bookings occur.
  • To ensure every event in both hotels receives an event contract (all bookings) which must be signed by the client.
  • To ensure where possible that all meeting and events space is setup in an appropriate fashion for all site inspections to ensure that best possible out-come and presentation
  • To assist with external shows and attend Trade Exhibitions and consumer shows to promote Trigon Hotels (mainly Leisure focused & local MICE) when requested
  • Attend weekly HOD meeting 


With regard to individual events / meetings / conferences or functions the followingresponsibilities apply:

  • To show the client the various facilities available, advising and discussing the merits of the various options. To discuss the function with a client, ascertaining and noting his exact needs. 
  • To advise and discuss the choice of menus.
  • To advise and discuss alcoholic and non-alcoholic beverage requirements.
  • To advise and discuss table plans or conference/meeting setup
  • To ascertain what entertainment, if any, is required.
  • To ascertain what table appointments / decoration, e.g. flowers, are required.
  • To confirm the availability of the facilities required.
  • To confirm all details in writing to the guest by either email or postal.
  • To up-date status board and advise all departments once confirmation of the function is received, normally under the banqueting manager's signature.
  • To assist or help assist the Conference & Banqueting Manager and the team during all larger events & functions
  • To be constantly aware of new business opportunities and action these.
  • To be available to conference organisers at all times during a conference if needed
  • To ensure the cleanliness of all conference and function rooms liaising with the hotel events team on this
  • To ensure that the requested refreshments are served timorously.
  • To respond to all guest’s requests in a prompt efficient manner and follow-up to ensure the guest is satisfied.
  • To deal with any customer complaints as per the Service Recovery policy in the Standard Operating procedures, ensure supervisors or managers are made aware of the situation
  • To co-ordinate and ensure that all guest satisfaction is checked continuously throughout their stay or event at both hotels
  • To respond to all guest’s requests in a prompt efficient manner and follow-up to ensure the guest is satisfied.
  • To deal with any customer complaints as per the Service Recovery policy in the Standard Operating procedures, ensure supervisors or managers are made aware of the situation.
  • To check guest satisfaction continuously throughout their stay.
  • To make any subsequent changes on a management request.
  • To ensure that all necessary stationery requirements are in place.
  • To ensure that all the equipment requested is in position and in working order, particularly audio and sound systems.
  • To ensure that water jugs, glasses and refreshments are replenished at regular intervals.



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