Scope of work:

The Event & Conference Manager is responsible for planning, organizing, and executing corporate events, conferences, and exhibitions that align with the company’s business objectives. This role requires strong project management skills, attention to detail, and the ability to deliver exceptional event experiences within budget and timelines.

Key Responsibilities & Accountabilities:

Event Management

• Manage and coordinate all conventions, meetings, incentives, weddings, and events.

• Organize MICE bookings from the date of booking to departure, including meeting requirements, guest room requirements, room pickup, food and beverage arrangements, and audio-visual needs.

• Create floor plans for each event to ensure alignment and agreement with banquets and clients prior to setup.

• Conduct pre-conference meetings with clients and relevant departments to confirm all event details.

• Conduct and/or attend daily meetings to review event contracts and ensure any last-minute changes are clearly communicated to the appropriate departments.

• Champion the implementation of the Delphi FDC system.

• Promote all meeting venues and F&B outlets to maximize events business opportunities.

• Conduct detailed resort site inspections and participate in hosted functions as directed by management.

Client Relations

• Maintain contact with clients throughout events in coordination with the Banquet Manager or Captain.

• Establish and maintain strong rapport with clients before, during, and after conferences to encourage repeat business.

• Proactively collect client feedback and satisfaction insights through guest satisfaction research and records to drive continuous improvement.

• Follow up on business under negotiation while effectively managing and servicing confirmed business.

• Develop and maintain relationships with business generators, meeting and convention planners, visitors and convention bureaus, travel agents, tour operators, airlines, corporate accounts, government departments, and other partners closely aligned with the hotel’s business.

• Build a strong profile within the local marketplace through active participation in industry events and local market activities.

Communication and Coordination

• Provide concise and timely information to operational departments as required.

• Participate in and conduct weekly catering meetings with F&B, Banquets, and Kitchen departments to discuss upcoming events.

• Prepare proposals and contract letters for customers in an efficient and timely manner.

• Ensure accurate recording of covers and revenue data in the sales and catering system.

• Maintain an organized filing and tracing system for the Catering & Conventions Department.

Financial Management

• Develop opportunities for incremental revenue to increase profitability through upselling of food, beverage, and spa services.

• Take responsibility for monitoring and ensuring that event revenue targets are achieved.

• Initiate billing procedures, ensuring deposits and/or credit applications are received with complete information and within the required time frame.

• Monitor group billing accounts for accuracy and coordinate with the Credit Manager to follow up on delayed payments.

Administrative Tasks

• Responsible for maintaining accurate written records for each client and ensuring all contractual deadlines are met in accordance with hotel policies, including contracts, credit applications, rooming lists, account payments, and post-conference evaluations.

• Assist in overseeing day-to-day event administrative tasks, including maintaining organized event records, preparing minutes of briefings and meetings, collating information for event reports, and performing other related event administration duties.

Other Duties

• Follow all safety policies

• Perform other duties as assigned

Benefits

• Accommodation: Hoiana Village

• Working transportation to Da Nang and Hoi An.

• Competitive salaries, additional medical insurance and others.

• Attractive Hoiana employee in-house rates.

• Intensive career development.

• Attractive Hoiana employee in-house rates. 

Job Requirements 

• Bachelor’s degree in business, hospitality, sales, or a related field

• Minimum of 1 year of experience in sales or events preferably within the MICE or hospitality industry

• Language Vietnamese English Chinese

• Excellent written and verbal communication skills are required.

• Strong interpersonal and problem-solving abilities.

• Highly responsible and reliable.

• Patient and pleasant personality.

• Demonstrated sales techniques and negotiation skills.

• Ability to work effectively under pressure in a fast-paced environment.

• Ability to focus on guest needs while remaining calm and courteous at all times.

• Demonstrate a strong understanding of the importance of attention to detail.