Personal Assistant. Conference Manager.
Resume:
RESUME FOR SEAN CAMERON GUNN
CANDIDATE Sean Cameron Gunn
ID NUMBER 720-***-**** 081
CONTACT DETAILS 082-***-****
DRIVERS LICENCE Code 8 with own vehicle
LANGUAGES English and Afrikaans
QUALIFICATIONS Theology Diploma, 1992
Durban Christian Center
Secretarial Diploma, 1993
UNISA
Grade 12, 1990
New Forest High School
COMPUTER LITERACY Microsoft Word; Microsoft Excel; Microsoft Outlook; Power Point; Opera; RAPS System; Sales Force; File Maker Pro; Nights Bridge; APEX, POS, GAAP, Pipedrive
EMPLOYMENT HISTORY
THE WATERFRONT HOTEL & SPA
GROUPS AND CONFERENCING MANAGER /
PERSONAL ASSISTANT TO GENERAL MANAGER
13/10/2015 - Present
THE WATERFRONT HOTEL & SPA BANQUETING CO-ORDINATOR 02/04/2014 – 12/10/2015
THE INTERNATIONAL HOTEL SCHOOL MARKETING ASSISTANT 13/07/2012 – 28/03/2014
COASTLANDS HOTELS BANQUETING COORDINATOR / PERSONAL ASSITANT TO THE MARKETING MANAGER
01/10/2011 to 30/06/2012
Groups and Conferencing Manager
Providing quotations for conferences and accommodation for groups 30 delegates and over. Ensuring that necessary pre-arrangements have been made. Provide the hotel departments with information regarding the groups. Ensure that all specifications are implemented and executed to established guidelines. Ensuring that the correct rates are booking onto the system. To make any late changes as requested by client.
To maintain the client base with PCO’s, TA agents and Corporate client. Arranging and conducting site inspections with client and Sale Agents. Compiling various corporate stats, rate segment analysis, revenue, and forecast reports. Overseeing groups logistics.
Compiling roster for FO and reception.
Compiling weekly Function Sheets.
Liaising with transportation / courier companies.
Placing OE / AV for each function / conference.
Monthly Stock Takes (10 days – 20 days – 30 days)
Responsible for managing, executing and supervision of all functions. Weekly / Monthly / Quarterly Forecasting Reports
Ensure the proper use of function space, exhibit hall and event space. Maximize group revenue by referring to client the available services, attractions offered by hotel. Proactively up selling to customer needs.
Oversee contracted group room blocks to include cut-off dates, attrition, etc. Ensure that conferences adhere to company policies eg: OHS, liquor laws, ect. Generate positive exposure for the property in the community. Assist Sales team with lead generation, campaigns. Responsible for arranging various trade shows in conjunction with Sales Teams. Receiving and making payment for upcoming functions. Responsible for O-status collections, refunds and credits reporting. Reason for availability: Informed of possible retrenchment. Personal Assistant to General Manager (Total of 5 General Managers during my career) Screening all calls.
Answering and screening all telephone calls in a timely fashion, taking clear and detailed messages for GM.
Respond to customer complaints on behalf of the GM telephonically / electronically / verbally. First point of contact for suppliers / sales executives / PCO’s / Organising meetings for GM with suppliers, PCO’s, Travel Agents and Industry Related Personal. Handling confidential matters pertaining to finances and decision making for the Group. Implementing and maintaining procedures / administrative systems. Compiling OHS documents and ensuring regulations are implemented / adhered to. Responsible for establishing Employment Equity Committee and Fire, Health and Safety Committee. Minute taking for all EE / OHS / HOD / GM / Disciplinary meetings. Performing bi-annual Asset Stocktakes in conjunction with Group Stock Controller and Group Financial Manager.
Preparing HR Documents for staff (Contracts, Warnings, Job Descriptions) Responsible for travel / car hire / accommodation arrangements for GM. Responsible for booking and co-ordinating staff training when necessary eg: New SOP’s, OHS, EE, amendments to Labour Act.
Responsible for the creation of SOP’s and Internal memos and the dissemination thereof to the various departments.
Complex diary management, both business and personal, for the General Manager. Extensive and efficient email correspondence for GM. Keep and update the GM’s diary on a daily and weekly basis. Compilation of Client Contracts, Tender Applications, Client Packs, Financial, Various Menus, and other documents, including formatting, printing, binding, and distribution. Proofreading all material and copy for the Hotel prior to printing and making the necessary corrections
/ additions / amendments.
Creating Power Point presentations for GM for Financial and GM Meetings. Ordering Office Stationery for all departments.
Processing of expenses eg: parking, petty cash, various suppliers. Arranging social events / conferences for both clients and COO / Owners / GM’s. Dealing with and meeting maintenance men / contractors / agents / supplies / buyers / sellers. Sourcing quotes from Suppliers pertaining to maintenance, stationary, IT, printing, consumables, perishables, OE.
Update and maintain licences and accounts of the hotel (liquor / food / star rating / operating systems, Government Data Base, SABC / DSTV).
Update and maintain social media pages and assist with any questions or queries Guests may have.
(Facebook and Hotel website)
Performing errands when and as the GM required such as banking, delivering financial packs to HQ, collecting OE as required.
Assisting Accounts with witnessing / checking cash when collected by Chubb Security. Banqueting and Conference Coordinator
Actively promoted the venues through telesales and email. Met with various potential clients / brides to discuss and plan their event. Conducted site inspections at Hotel for guests / PCO/ Travel Agents who choose to use the Hotel. Liaised with various corporate companies and assist them with planning their corporate function. Outsourced various items for clients such as AV equipment, décor and various specialty items. Ensured that all clients’ needs and requirements are met prior to and on the day of the event. Ensured that venue is set up according to clients’ instructions and specifications. Ensured that all departments are properly briefed prior to the event taking place. Liaised with Accounts Department to enable and facilitate payment. Ensured that all supplier invoices have been submitted for payment. Compiled various quotes accurately and timeously for clients. Provided clients with quotes on various menu items based on their budgets. Compiled weekly forecasts for the banqueting department for submission to HQ. Updated and compile weekly BQT conversion statistics for submission to HQ. Followed up on all quotations sent for confirmation. Compiled weekly function sheets for F&B and Kitchen. Ensured that SOP are followed and adhered to regarding payment for functions. Ensured that Proforma Invoice and Contracts are received from client prior to function. Followed up on any outstanding payments for additions. Ordered of various meals from outside suppliers.
Filled in various vendor supplier forms, SBD forms. Ensured that F&B department is briefed properly ensuring a professional and effective service. Ensured that all table and seating arrangements are correct. Liaised with F&B Manager and staff on the date of and during the function. Provided feedback on guest comments and suggestions. Ensured that all take down teams store equipment correctly. Responsible for reporting all crockery breakages or shortages to housekeeping. Liaise with various events and decorating companies on behalf of the client. Correctly load the client booking on to Apex once booking is confirmed. Responsible for checking guests in on the day of the function using Apex. Responsible for posting charges on the day of the event for clients using Apex. Reason for availability: Accepted the G&C Manager position THE INTERNATIONAL HOTEL SCHOOL
Marketing Assistant
Managed online queries and social media streams.
Responsible for follow up on Sales consultants replies. Coordinated Marketing Collateral between campuses. Liaised with suppliers, ad agencies and PR consultants. Ordered of gifts for teachers and school visits.
Stock takes for all campuses.
Sourced quotes for Capex.
Sales Force Training.
Proof reading marketing collateral, Public relations, and Blog articles. Responded and liaised with International Recruiters. Compiled and updated International Agents contracts. Ordered business cards, name badges and email signatures for Sales Consultants and Managing Principals.
Created copy for various campaigns.
Responsible for coordinating Good Food and Wine Show for the Durban Campus. Responsible for ensuring all documents for GFWS and for the other campuses are update and sent timeously to the agency prior to registration. Overseeing set up of GFWS stand.
Reading through and checking terms and conditions for all suppliers, road shows and exhibition contracts.
Responsible for Purchase Orders.
Updated competitors list.
Compiled Course Info Summary.
Assisting Sales team with their sales calls whenever required. Coordinating the couriering of items from Head Office and between campuses. Proof reading and formatting Facilitators Guides and all IHS official documentation. Compiling Monthly Marketing Spend reports.
Ensuring all documents, information sheets, contracts, payment election forms are loaded correctly on the companies’ drives.
Reason for availability: I have been notified of redundancy. COASTLANDS HOTELS AND RESORTS
Banqueting and Conference Coordinator
Actively promote the venues through telesales and email. Meet with various potential clients to discuss and plan their event. Conducted site inspections of hotel for guests who choose to use the hotel. Liaised with various corporate companies and assisted them with planning their corporate function. Outsourced various items for clients.
Ensured that all clients’ needs and requirements are met prior to and on the day of the event. Ensured that venue is set up according to clients’ instructions and specifications. Ensured that all departments are properly briefed prior to the event taking place. Liaised with accounts department to enable and facilitate payment. Compiled various quotes accurately and timeously for clients. Compiled weekly forecasts for the various departments. Compiled weekly function sheets.
Ensured that food and beverage service is professional and efficient. Ensured that all table and seating arrangements are correct. Provided feedback on guest comments and suggestions. Ensured that all take down teams’ store equipment correctly. Responsible for reporting all crockery breakages or shortages to housekeeping. Liaised with various events and decorating companies on behalf of the client. Responsible for checking in all guests on the day of the function using Opera. Responsible for posting charges on the day of the event for clients using Opera. Marketing Assistant / Personal Assistant
Actively promoted the hotel through multimedia and online booking tools Met with various travel promoters and producers to establish whether their product was viable for the company.
Conducted research into rates for hotels, promotions, and seasonal specials Controlled Sales Director daily diary.
Approved advertisements by using the companies’ guidelines. Assisted with budget allocation for advertising.
Controlled all data communication relating to marketing. Maintained, unified, and stored all presentation, material on marketing. Gave support, input and strategies pertaining to marketing and future campaigns. Drew up SOP for every promotion run by the company. Assisted Sales and Marketing Director with various promotions. Assisted in monthly target projections.
Assisted with identifying viable and lucrative marketing avenues for the company. Managing Sales and Marketing Directors Diary.
Meeting with key people within the hospitality to promote and inform about the hotel group. Assisted with media plans, proofing in regard to printed and electronic adverts and promotions. Telesales.
Sourcing leads for Group Sales Manager.
Securing first appointment with the relevant person. Personal Assistant to Group Sales Manager and Marketing and Sales Director. Responsible for informing clients about the properties at the initial telephonic contact. Ensured that up selling for the hotels was correctly and adequately done. Managed Sales Manager daily diary.
Responsible for issuing requisition forms to various departments. Liaised with clients and guests to ensure all their needs were met and queries answered. Conducted site inspections for Coastlands on the Ridge. Attended various workshops to promote the properties. Promoted special rates, special offers and promotions. Responsible for monthly G & C tracker feedback.
Responsible for implementing and initiating My Market for the group. Liaised with guests and attending to their various questions and queries. Ensured that all guests’ questions and queries were professionally attended to. Responsible for all administration for Sales and Marketing HOD’s. Responsible for minutes at all internal staff meetings. Responsible for collecting and capturing guest information for database. Captured all guest comments and complaints and then escalated them onto Marketing. Compiled Corporate Rate Agreements and ensured they are legally sound. Assisted at various VIP functions and events when required. Performed market research.
Responsible for issuing various quotes in the Group Sales Managers’ absence. Assisting with set up and breakdown at Indaba 2011. Assisting with brand promotion at Indaba 2011.
Reason for availability: I require more scope for growth. REFERENCES
Jaco-Steyn Venter General Manager Urban Park Hotel 083-***-**** Lindiwe Maseko General Manager Waterfront Hotel 072-***-**** Kantha Pillay Senior Sales Manager Misty Blue Group 083-***-**** EJ Hiltemann Chief Operations Officer Misty Blue Group 082-***-**** PERSONAL APPRAISAL
I am a determined, diligent, and dedicated person who has excellent communication skills and impeccable client liaison abilities. I have good telephone etiquette and always deal with difficult situations in a professional and patient manner with the intent to find an amicable solution. I am pedantic about detail and have excellent organizational and administration skills. I enjoy sales, selling and administration. I work well unsupervised or in a group. I am never afraid of a challenge and am always looking for various ways to improve my service to clients. I can multi-task and have computer experience. I seldom have a problem meeting deadlines. I am very approachable and can perform all manner of office duties. I have superb listening skills and carry out electronic, telephonic or written instructions extremely well. I possess initiative and require little or no motivation when approaching a new project and the staying power to see it to its completion. I have an outgoing and fun personality however this never detracts from my ability to perform my duties with professionalism and precision. I am a fast learner and am constantly on the lookout for ways to improve my skills and increase my working knowledge base. I am honest, reliable, and punctual. I am polite, courteous, and trustworthy. I am confident and enthusiastic. I always perform my tasks with tact and diplomacy. I am flexible and adaptable. I am of sober habits.
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