EVENT COORDINATOR – EVENTS (MICE) DEPARTMENT FRENCH SPEAKING

Department : Events (MICE)  

Reports to: Events Manager, EXO Travel Thailand

Work Location : Sathorn, Bangkok

MANDATORY FLUENCY in both French and English languages with written and spoken ability to a high level. Candidates without this language ability cannot be considered.

The following provides an outline of the key duties of an Event Coordinator; 

• Preparing and checking MICE programs and quotations for incentive houses, travel agency and corporate customers from around the world
• Liaising closely with Exo Travel sales offices worldwide to format highly relevant responses
• Use of accurate, concise and professional language and terms for the markets allocated to you (ie; French, English)
• Create suitable itineraries and calculate accurate prices for such programs under guidance of senior dept staff. Assist in the creation/update of new information for proposals, ie powerpoint slides etc. 
• Negotiating with suppliers and hotels in order to achieve the most competitive program for our clients, while maintaining a high level of profitability
• Monitoring the % profitability on each of your files to ensure expected profit levels are maintained
• Managing and organizing each file in an efficient manner – including; quotation, reservation, supplier payments, receipt of customer payments and invoicing, direct communication with clients by phone, email and in person, contracting and event planning
• Creating accurate draft contracts for each group including appropriate service and key supplier contract details, under the guidance of MICE dept senior staff – Ensuring that client payment deadlines tie in to EXO supplier payment contracts without exposing EXO to financial risk.   
• Schedule all necessary payments to suppliers, obtaining relevant authority
• Manage reservation process for all services with various suppliers.
• Work with dept senior staff to effectively manage the cash flow on each booking to ensure EXO is not placed at risk – ie to check and ensure all monies are received on time and in correlation with supplier payment schedule
• Creating accurate and timely event plans for each group – communicating clearly with those involved both within and outside of Exotissimo
• Working with dept senior staff to ensure that every inspection trip and incentive tour organized by Exo Travel runs smoothly and with 100% satisfaction of the client
• Working closely with the Operations Department on all aspects of MICE business including assisting with; briefing, planning and delivery
• Working closely with your internal customers such as operations, finance and sales offices – answering all queries in a timely manner
• Assist dept senior staff in managing events when clients are in-house which may include liaising with tour leaders, guides and on-site personnel, attending and setting up of events and pre-inspection and quality control
• You may be required on occasion to attend supplier inspections outside of office hours to promote your knowledge of the products you are selling.
• Assist with team efforts in the creation and development of new products for the Events/MICE market
• Assist senior dept staff in updating and improvement of product database to increase efficiency and maximize our staff resources
• Ensuring that all bookings are correctly entered into the Tourplan booking management system in a timely and accurate manner. Proactively participate in ongoing training to develop your skills with the Tourplan system 
• Reporting on all above activities to the MICE Manager of Exo Travel Thailand Note: This job description is not intended to be all inclusive. Incumbent may perform other duties as negotiated to meet the ongoing needs of the organization.
• Only those with a genuine interest in joining a professional travel company for long-term commitment need apply.

Interested parties are invited to send their CVs, a covering letter with salary expectation in English and a current photo by clicking on “APPLY NOW”

EXO Travel 

22nd Floor, Smooth Life Tower

44 North Sathorn Road, Silom, Bangrak, Bangkok 10500

Tel : +66 (0) 2633 9060 Fax : +66 (0) 2633 9070

Website : www.exotravel.com

  Applications will be treated in the strictest of confidence.
Only shortlisted candidates will be notified.