Hilton Tokyo Looking for Asst Director of Events at — Nishi-Shinjuku Shinjuku-Ku, – Japan Full Time

Description

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 Assistant Director of Events is responsible for ensuring coordination between the Events Sales department and Front Lines / Back-of-House departments. He / she directs and drives all activities of the department, with specific responsibilities for ensuring high quality standards delivered by the team, as well as developing and implementing action plans set forth in the Marketing plan. 

What will I be doing? 

As the Assistant Director of Events, you will be responsible for performing the following tasks to the highest standards: 

• Be familiar with related hotel product knowledge and activities. 

• Responsible for all hotel product promotion and selling, like room selling, F&B, BQT, etc.   

• Complete sales goal and related tasks assigned by the hotel. 

• Develop sales plans and obtain approval from the Director of Sales or Commercial Director, maintaining and developing customers in the region or industry according to the plan.  

• Understand customer needs through telephone sales, face-to-face visits and other forms, achieving sales. 

• Provide advice and support to the Sales team when business needs are received, turning customer needs into confirmed business. 

• Seize every opportunity to maximize sales and customer satisfaction. 

• Ensure effective communication with customers and hotel departments. 

• Distribute team information to all hotel departments in a timely manner, including handing out of banquet notices, team summaries, and preparing for the event coordination meeting. 

• Promptly communicate and coordinate with all departments when meeting organizers’ needs or needs that require urgent assistance. 

• Provide event organizers and their customers with satisfactory service during the event / team stay. 

• Review Banquet operations and work with all departments to ensure customer needs and hotel commitments are in place. 

• Check the accuracy of daily bill entries in a timely manner with the Events Manager to ensure accuracy. 

• Timely calibration of general bills and invoices, preparing and invoicing the receivables to the organizer to ensure all payments arrive on time. 

• Follow-up on meetings and events with the relevant Sales Managers, such as sending thank you notes and meeting tracking questionnaires. 

• Get feedback from customers and follow-up with the necessary actions. 

• Update the event data files in the hotel’s banquet and conference system in a timely manner to ensure that the information is accurate. 

• Establish and maintain key customer profiles and assist the Director of Sales to maintain and manage customer profile management systems. 

• Establish good working relationships with internal customers (other departments of the hotel) and external guests (customers, conference organizers, suppliers). 

• Actively participate in achieving departmental goals and market budgets. 

• Provide feedback on market trends, maintain communication with Director of Sales and other Assistant Head of Department, maintaining good relationships with customers to constantly update overall business objectives. 

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

• Attend regular communication meetings with operational departments on banquet details. 

• Assist the Director of Sales to allocate daily work according to the Banquet Sales team structure. 

• Guide the Director of Sales to always ensure that high quality services and products are provided to customers. 

• Assist the Director of Sales to lead the Banquet Sales team to achieve departmental goals, analyze customer output and source market structure regularly, anticipating market trends, design products and channels in advance to seize business opportunities. 

• Assist the Director of Sales to organize and host weekly team and banquet communication meetings, as well as large-scale event communication meetings. 

• Ensure proper operation of major events and timely correction of hazardous areas as recommended by the Fire Safety Officers. 

• Work closely with the Food & Beverage department to ensure the maintenance of hotel hygiene and food safety control standards. 

• Assist the Director of Sales in ensuring that Sales staff are aware of basic training, food safety and hygiene control guidelines, as well as handling food hygiene complaints procedures. 

• Liaise with F&B to develop new concepts and theme menus to meet guest needs and provide better options to increase revenue. 

• Always ensure warm and considerate service as the hospitality industry is a 24-hour business. 

• Assist the Director of Sales in recruiting, selecting and training of staff to maintain team vitality and stability. 

• The department reserves the right to change or supplement the job description if necessary. 

• Perform any other reasonable duties assigned. 

Requirements

What are we looking for? 

An Assistant Director of Events 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: 

• Hospitality: Volunteer to provide unparalleled hospitality. 

• Integrity: Do what you should do all the time. 

• Leadership: Strive to be a leader in both your industry and your community. 

• Teamwork: Actively promote teamwork spirit in all work. 

• Ownership: take responsibility for your actions and make decisions. 

• Now: Operate with urgency and discipline. 

• 5 years or above hotel sales and related experience. 

• Good English and Japanese reading and writing skills to meet business needs. 

• Good communication skills and can work under strong pressure. 

• Understand local customers and have strong market analysis ability. 

• Have certain customer resources and able to lead by example. 

• Good organization and presentation skills. 

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!