Job Description

Job Role: Senior Manager Events Planning
Functional Area: Jio World Centre
Sub-Functional Area: Jio World Convention Centre
Reporting to: General Manager, Events Delivery
Reportees: Events Planning Associates, Event Executives, Assistant Manager Events Planning, Manager Events Planning
Job Purpose
The Senior Manager - Events Planning is responsible for the comprehensive planning and flawless execution of events at Jio World Convention Centre. This role ensures that all technical aspects and event plans are meticulously managed, adhering to the organization's policies and procedures. The position is accountable for maximizing profits and achieving established goals while upholding the highest company standards.
Job Accountabilities

• Event Planning and Coordination:
• Plan, organize, manage, and coordinate various types of events, including conferences, and corporate events.
• Develop detailed event plans well in advance, outlining timelines, budgets, and resource requirements to ensure all tasks are executed according to company standards.
• Lead all phases of event planning, including initial meetings, delegation of tasks, and execution, working closely with other departments such as catering, audiovisual, and logistics teams to ensure seamless coordination.
• Operational Execution:
• Execute event operations in strict compliance with applicable regulations, administrative laws, and company policies, ensuring all events run smoothly and efficiently.
• Resolve any operational issues promptly with a strong focus on guest satisfaction, maintaining high standards of service quality.
• Plan and organize events with meticulous attention to financial and time constraints, ensuring all logistical aspects are covered.
• Client and Guest Relations:
• Build and maintain strong relationships with clients, understanding their needs and ensuring their expectations are met or exceeded.
• Create and maintain good guest relations, catering to their needs and ensuring a positive experience.
• Observe, learn, and offer immediate solutions in case of complaints or issues, escalating to senior management when necessary to ensure prompt resolution.
• Ensure pre-function briefings (BEO Meetings) are held for all events, providing clear instructions and expectations to the team.
• Event Allocation & Reports:
• Ensure systematic event allocation is done keeping in mind the senior manager himself/herself will also be doing large events.
• Evaluate the success of each event through client feedback and performance metrics, submitting comprehensive reports to senior management.
• Create and follow event task checklists, ensuring all processes are adhered to by the team and identifying areas for improvement.
• Billing and Revenue Management:
• Handle the billing procedures for events, ensuring accuracy and timeliness in invoicing and payment collection.
• Record and update invoice closures for events concluded to ensure there is no pending payments.
• Vendor and Supplier Management:
• Liaise with vendors and handle vendor management, ensuring timely delivery of services and products.
• Manage and coordinate suppliers and all event logistics, negotiating contracts to secure the best rates and services.
• Marketing and Promotion:
• Liaise with sales and marketing teams to publicize and promote events, leveraging various channels to maximize reach and impact on JWCC website and social handle.
• Inventory and Resource Management:
• Maintain strict inventory control of all venues blocked to ensure no overbooking and event allocation to all associates timely.
• Oversee & supervise the dismantling planning and removal, ensuring the venue is cleared efficiently and returned to its original state.
• Safety and Compliance:
• Maintain ongoing energy conservation, inventory controls, and loss prevention programs among associates to ensure operational efficiency.
• Report any on-the-job accidents immediately to JOC for accident report preparation and further assistance if necessary.
• Training and Development:
• Train and develop the team through effective delegation and task division, ensuring maximum output and results.
• Conduct regular training sessions to enhance the technical, administrative, and managerial abilities of executives and supervisors.
• Continuous Improvement:
• Learn and become well-versed with the equipment and technologies used at JWCC, ensuring optimal utilization.
• Observe areas for improvement before or after events, analyze issues, and work on solutions to enhance service quality.
• Recommend new products or methods of operation in the department to stay ahead of industry trends.
• Research opportunities for new clients and events, expanding the centres client base and event portfolio.
• Regularly upgrade and review standards of service, quality, and hospitality to maintain high levels of guest satisfaction.
• Team Management:
• Develop positive ongoing interdepartmental work relationships and coordination to increase productivity and learning.
• Set and define goals for the team, scheduling and assigning tasks to ensure efficient workflow and achievement of objectives.
• Performance Management: Monitoring individual and team performance, conducting performance reviews, and implementing improvement plans if necessary.
• Budget & Budgetary Control:
• Oversee the financial performance of the events department, including monitoring revenue, profit margins, operating budgets, and accounting control procedures.
• Perform comprehensive budget planning, ensuring cost-effectiveness and financial efficiency.
• Implement strategies to maximize revenue through upselling additional services and optimizing resource allocation.

Skills/Competencies Required

• Has excellent computer skills in Microsoft Office such as MS Word, PowerPoint, Excel, Outlook etc.
• Strong ability to build professional relationships with guests and co-workers.
• Innovative and creative.
• Critical thinker and problem-solving skills.
• Team player.
• Great interpersonal and communication skills.
• Excellent time management and organization skills.
• Ability to work in pressure situations and long hours shifts.

Qualifications

• Bachelors degree in hospitality industry or a related discipline from accredited college or university.
• Diploma or professional course in hotel and hospitality.

Experience

• Minimum 7 years of professional experience in hotel hospitality, customer service or event management.
• Minimum 3 years of experience in managerial position.