Hotel Housing Officer - TEMPORARY to 2020 August . WFH Events, 2020 World Congress (Kuala Lumpur)
The World Federation of Hemophilia (WFH) is an international not-for-profit organization thatprovides global leadership to save and improve lives for people with hemophilia and other bleeding disorders. Established in 1963, the WFH works with member organizations in 140 countries as well as through a network of international volunteers and healthcare providersto improve and sustain care and "Treatment for All" around the world.
The WFH is currently seeking an experienced and highly-capable Hotel Housing Officer - CONTRACT 22 months, to coordinate & oversee its large (9000+ room nights) Housing Bureau for the WFH 2020 World Congress (June 14-17, Kuala Lumpur) & other mid-size organization events & meetings -- ex., hotel housing pre-planning, on-site lhousing logistics / support.
Type of position: Temporary (until July 2020); full-time
Reporting to: Director, Congress & Meetings
Location: Montreal downtown
Start date: OCT 2018 (as soon as possible)
Specific Duties and Responsibilities:
§ Review signed hotel contracts for WFH 2020 and other assigned WFH events & meetings on a regular basis to ensure deposit schedules are adhered to and attrition and cancellation charges are avoided;
§ Elaborate group housing contracts based on organization needs; monitor on regular basis deposit, attrition and cancellation clauses as required;
§ Review of rooming lists with hotels to avoid / address any challenges ahead of time;
§ Develop bi-weekly housing reports to facilitate an easy room block review;
§ Lead the promotion of hotel accommodations to all Congress participants (groups and individuals);
§ Oversee the dissemination of accurate information with regards to housing on the Congress website;
§ Coordinate housing for VIPs (upgrades and special attention);
§ Coordinate hotel complimentary rooms effectively; negotiate additional hotel contracts for single participants as needed;
§ Manage all housing inquiries received for WFH congress and all meetings (groups and individuals);
§ Support the Housing and Registration Manager with on-site housing logistics as needed;
§ Oversee the set-up in the housing database (Etouches) to perform housing bookings and invoices to customers; responsible for the housing component, ensuring that weekly verifications of all data are performed to guarantee accuracy of housing information;
§ Coordinate pro-forma invoice and payment processing for industry groups and individual guests;
§ Oversee and ensure the lection of invoiced housing revenue for WFH congress and other events;
§Coordinate the reconciliation of all housing revenues for 2020 Congress with the Accounting Department.
Carry out any other task relevant to the position as required by the ector, Congress & Meetings or the Housing & Registration Manager.
QUALIFICATIONS & REQUIREMENTS -
Ø CEGEP, lege diploma (events or hospitality management, 3-year vocational program); university degree, an asset
Ø Minimum 3 years of relevant experience in event planning, preferably in a hotel or association environment; experience with housing management for a large international congress - essential
Ø High proficiency with numbers
Ø Mastery of MS Office; experience with an event management software handling multi-hotel housing - essential
Ø Strong interpersonal skills and ability to negotiate effectively
Ø Knowledge of marketing and public relations - an asset
Ø Highly-organized, detail oriented
Ø Must be a team player with high level of energy
Ø Able to think creatively, find diplomatic solutions to challenging situations
Ø Ability to work autonomously and manage multiple tasks simultaneously - highly effective under stress
Ø Mastery of English as primary uage of communication (oral & written)with working knowledge of French; Spanish and/or other international uage/s - definite asset/s
Ø Willingness and flexibility to undertake international travel as needed; available for on-site housing logistics support (Kuala Lumpur, June 7-19, 2020)
Salary will be commensurate with background and experience.
Please send in confidence, an English resume & cover letter IMMEDIATELY to:
E:firstname.lastname@example.org F: +1 514.875.8916
The World Federation of HemophiliaFédération mondiale de l'hémophilie http://www.wfh.org