[S&M] Sales Planner - Bvlgari Hotel Tokyo

REQUIREMENTS

Education and Experience
• English and Japanese Fluency – Native level
• 2 years degree from an accredited university in Business Administration, Marketing, Hotel and Restaurant Management, or related major;
OR
1 to 2 years of experience in Sales Coordination, Event Planning, Group Planning, Hospitality Operations, Rooms Operations, Banquet Operations, or a related professional area.

JOB SUMMARY

The position is accountable for overseeing and coordinating Event Planning, Group Planning, and Sales & Marketing Administration activities to support hotel revenue objectives and deliver exceptional customer experiences. Responsible for managing events and groups requirements throughout the planning phase, ensuring the accurate preparation and distribution of Banquet Event Orders (BEOs), Group Resumes, and related documentation, while maintaining effective communication with Sales, Reservations, Operations, and business partners to ensure seamless execution, guest satisfaction, repeat business, and achievement of departmental goals.

Provides comprehensive administrative support to the Sales & Marketing through the preparation of weekly and monthly sales reports, administration and distribution of daily internal BEOs, coordination of departmental communications, maintenance of sales records and databases, team roster administration, and organization of associate engagement activities including birthday celebrations, recognition programs, team-building initiatives, and departmental events.

KEY RESPONSIBIRITES

Priority Focus Event & Group Planning and Coordination

• Coordinates with the Sales team on the successful handover of contracted events and group business, ensuring a clear understanding of client requirements and a smooth transition into the planning phase. Facilitates introductions with event organizers, meeting planners, and group coordinators to establish effective communication and build strong customer relationships.
• Manages events and groups requirements from confirmation through operational handover to ensure seamless execution.
• Prepares, reviews, and distributes Banquet Event Orders (BEOs), Group Resumes, rooming lists, and other related documentation.
• Serves as the primary liaison between clients and hotel departments to ensure all requirements are communicated accurately and executed effectively.
• Coordinates site inspections, planning meetings, pre-conference meetings, post-conference reviews, and client follow-up activities as required.
• Monitors event and group timelines to ensure all milestones, deadlines, and operational requirements are met.
• Collaborates closely with Sales, Reservations, Food & Beverage, Culinary, Rooms Operations, and external partners to deliver exceptional guest experiences and customer satisfaction.
• Manages changes, special requests, and last-minute arrangements while maintaining service standards and operational efficiency.
• Ensures successful execution of events and groups through proactive planning, effective communication, and a high level of guest and client satisfaction. Supports events and groups satisfaction initiatives and follows up on client feedback when required with Sales leaders.

Sales & Marketing Administration

• Support administrative requirements to the Sales & Marketing Division.
• Administers and distributes Daily Internal BEOs and related communications. e.g. CTE
• Prepares weekly, monthly, and ad hoc sales reports, presentations, and performance tracking documents for Sales Department.
• Maintains customer databases, sales files, contracts, and departmental records for the Sales Department.
• Coordinates departmental meetings, calendars, travel arrangements, gift certification, system orderings and team rosters.

Relationship Management and Team Engagement

• Builds and maintains positive relationships with clients, business partners, and internal stakeholders.
• Works closely with Sales, Reservations, Revenue Management, Wedding and Marketing.
• Supports guest satisfaction initiatives and follows up on client feedback when required.
• Coordinates colleagues’ engagement activities, including birthday celebrations, recognition programs, team-building initiatives, and departmental and division events.
• Promotes teamwork and collaboration to support departmental and hotel objectives.