Primary Report:                              Associate Director, World Trade Center Washington DC (WTCDC)

Job Overview:

Job Responsibilities:

SELLING

• In your role as a sales liaison for WTCDC, you will handle the majority of the leads and prospects generated by WTCDC.
• Assist Sales and WTCDC departments in meeting annual international event goals.
• Negotiate and prepare contracts for the majority of international/WTCDC events.
• Assist WTCDC managers, as requested, during site inspections with new clients, or clients with tentative pieces of business to help close business.
• Assist in the development and execution of projects with the WTCDC staff for the international market to increase volume of events

• Follow all established procedures as designated in the Sales Manual.
• Become familiar with all assigned events:  review contract and discuss the event with the appropriate sales manager prior to contacting the client for the first time.
• Maintain assigned files in accordance with the guidelines outlined in the Sales Manual.
• Conduct site inspections and maintain familiarity with the building and its capabilities.
• Work directly with clients to achieve maximum revenue and profit while exceeding guest needs.
• Prepare customized menu proposals as requested by guests in consultation with the Executive Chef.
• Coordinate and execute tastings as required.
• Prepare Banquet Event Orders (BEOs) for all events.  BEOs are to be complete and accurate, and distributed within the required time frame and have client endorsement.
• Prepare event diagrams that correspond to each banquet event order to illustrate room layout requirements.
• Prepare a detailed estimate of charges for every event.  The estimate should be delivered to the guest at the same time as the initial set of BEOs.
• Change and revise BEOs as necessary, following appropriate procedures. 
• Provide final guarantees 72-hours in advance, using appropriate procedures.
• Host internal tie-down meetings, or pre-event meetings with clients as necessary.
• Coordinate with other departments to ensure quality of guest satisfaction.
• Host internal post –con meetings with clients as necessary.
• Review banquet checks daily, noting any needed revisions, and returning them to Events within 24 hours.
• Review final invoice from the Accounting department to insure that it is accurate and correct.  Return all invoices to Accounting within 48 hours.  Update information on the invoice tracking log.
• Assist in the logistics support of the Reverse Trade Mission (RTM) efforts for the WTCDC

EVENT SERVICING

• Coordinate and facilitate vendor load-in as appropriate.  This includes ordering canine officers when after hours deliveries are scheduled. 
• Oversee all event details to ensure the highest standards of quality and service are being achieved, and that event is being executed as promised to the client.
• Anticipate and resolve client needs & issues while maintaining positive relationships
• Work schedule is based on business levels, and may include evenings, nights and weekends.

GENERAL

• Working knowledge of TCMA and WTCDC marketing and promotional process and standards
• Act as a liaison between the WTCDC and the Sales/Event Planning teams to provide both groups with regular updates on international events happening in the building.
• Maintain consistent/timely verbal and written communication with clients and colleagues regarding details of upcoming events
• Demonstrate strong organizational skills
• Conduct personal behavior in a mature professional business manner at all times with a particular awareness and advance preparation for the cultural requirements/affinity for engagement with international guests.
• Adhere to the TCMA dress code.

Meetings you attend

• BEO meeting on those days when you have events to review
• Weekly 1-on-1 sessions with Associate Director of the WTCDC
• Meetings with the Assistant Director of Event Planning and the Director of Sales as contracting and planning needs require
• WTCDC staff meetings
• Bi-weekly sales division meeting
• Bi-weekly planning meeting
• Monthly Managers  meetings
• Weekly CARE meeting
• Daily Revmax

People with Whom You Interact

• TCMA and WTCDC staff
• Prospective and existing WTCDC clients
• Outside vendors and suppliers
• All TCMA operational departments
• High government officials and members of the diplomatic corps

Background and Skills

• Must have a bachelor’s degree. CMP certification is a plus.
• Previous customer service, event planning, or hospitality experience preferable.
• Excellent presentation, organizational, and communication skills
• Strong computer skills with proficiency in MS Word, Excel and PowerPoint
• Ability to manage multiple tasks simultaneously while delivering exceptional quality and customer service.
• Knowledge of Visual One (V1) or Delphi software and Social Tables