Vaiva Budaite

Website Maintenance

· Maintain website news posts from various sources, identifying and using new ones effectively and legally.

· Maintain website content through addition of new pages as required, removal of obsolete pages as required, replacing broken links to external sources as identified by regular checking, ensuring that website displays correctly.

· Regular liaison with website support provider as necessary to ensure software versions are up to date and functional.

· Regular and appropriate social media posting.

· Collect data from customer contact via website, phone calls texts, social media etc and field appropriately

Internal / external meetings

· Booking the appropriate size of the room

· Send out outlook invites

· Prepare agenda and any relevant meeting documents

· Book refreshments

Event preparation / coordination

· Eventbrite set up /management

· Promoting event via social media and our website calendar

· Name badges

· Registration form, feedback form, workshop attendee list

· Emails to attendees before and after (follow up)

· Email partners with the request to circulate the event info/invites to their business databases

· Liaise with suppliers: etc. room hire, catering, printing

· Prepare/format PowerPoint presentations

Customer Contact- Proactive role

· Receive calls, when Online Adviser, unable to and field appropriately.

· Converse with customers appropriately, face to face at events, both our own and partners.

· Acquire sufficient contact detail for them to be re-contacted by advisory staff, if required, and to be recorded as a contact on CRM.

CRM data input

· Create new accounts (usually from business cards or event attendee lists)

· Help team members with updating activity log in a timely manner, especially following an event, so that customers requiring re-contact are not forgotten or left waiting for too long.

· Monitor quality of the information recorded on Customer Relationship Management system, avoid duplicate accounts etc., correcting any obvious errors, filling blank fields, seeking clarification when unsure.

· Prepare various reports, as directed, from CRM

• Co-ordinate the day to day operations of the conferences and events to ensure an efficient and smooth guest experience
• Greet function organizers on arrival and ensure that their requests are dealt with
• Ensure that all details on the function sheet are available
• Follow up problems which may arise from event order and room allocations and rectify as soon as possible
• Maintain master file of functions
• Supervise VIP functions as required
• Oversee all service and set ups
• Ensure rooms, quality of food and final set up are inspected regularly
• Ensure all equipment requests are fulfilled
• Ensure that meeting and events material stock is maintained
• Notify front office/sales team of any additional charges to an event/conference
• Work to achieve the Departmental annual budget by monitoring and controlling the departmental operations, considering revenue and expenditure
• On an ongoing basis, control and analyse departmental costs to ensure performance against budget; implementing corrective measures where necessary to produce positive business results
• Effectively manage staffing costs by preparing efficient work schedules in line with legal requirements
• Demonstrate understanding and awareness of all company policies and procedures relating to Health, Hygiene and Fire Safety
• Familiarise yourself with emergency and evacuation procedures.
• Ensure all security incidents, accidents and near misses are reported

• Operating and controlling machinery throughout production
• Clear machine jams, disruptions
• Filling out correct documents and daily production records.
• Labelling, setting up machines for labelling
• Check all the components for the current work order
• Overseeing batch codes, printers and expiry dates
• Cleaning up stations of spillages

• Meet and greet guests and visitors to the Hotel
• Manage face to face, on line and telephone bookings
• Check all reservations and room allocations
• Handle guest queries and requirements
• Check guests in and out of the Hotel
• Prepare restaurant reservations
• Maintain occupancy levels on the computer system
• Manage the computer system including room rates and changes
• Deal with customer requirements, complaints and service issues
• Handle cash and card payments
• Ensure a safe environment in which to work; report any hazard or maintenance defects immediately
• Maintain a high standard of personal appearance