Core role: 

The role is to manage incoming meeting room and virtual office sales enquiries, effectively communicating Orega’s benefits to prospective clients, securing meeting and virtual office deals and increase revenue across both channels. 

Work closely with and provide support to the Centre Teams and the Central Sales team. To effectively build and maintain excellent working relationships with meeting room agents, brokers, and direct channels and enthusiastically assist with additional tasks that contribute to the overall sales effort and requirements of a  growing business.

As Meeting and VO Executive you play an important role in providing the first impression for Orega and first point of contact for a prospective client.  High levels of customer service and customer satisfaction having met expectations and requirements of the customer and Orega is key.

Key Responsibilities and Deliverables

Administrative Tasks

• Ensure activities and tasks are set, completed and closed accordingly within allotted time 
• Liaise with centre teams to confirm their onsite meeting room information and ensure overall Orega standards upheld in the following areas:
  • Meeting Room Capacities for different layouts
  • Meeting Room dimensions 
  • IT equipment held in rooms (Plasma screen / Clevertouch screen / HDMI cables / VGA extension cables / conference phones)
  • Flipcharts held at centre
  • Whiteboard equipment onsite
  • Stationary Box (Post-it Notes, Highlighters, Stapler, Sellotape, Paperclips, White Tack, Scissors & Multi plug charger) required in all rooms
  • Centre car parking costs or nearest car parking to centre
  • Meeting room images
• Ensure the CRM is maintained to the highest standards with good notes and all data fields updated 

Diary Management  

• Centre reception and meeting room availability calendars to be managed effectively 
• Ensure viewings are scheduled according to centre team availability
• Arrange viewings and confirm centre team member conducting tour has all relevant information
• Call to confirm appointment time, date and requirement for the next day if required
• Provide enquiry information and update CRM record and appointment. Ensure full hand over of information post viewing is received, recorded and update the centre team and meeting room agent / broker accordingly 

Sales Enquiries  

• Make outbound and answer inbound calls in the allocated time frames as dictated by the business 
• Follow up promptly and effectively to ensure all enquires are optimised to full potential
• Ensure correct contact details and full requirement information is recorded 
• Provide consultative approach, qualify requirements and promote Orega products, catering and additional services 
• Confirm reservation time frames as dictated by the business, send out booking confirmations and communicate accordingly
• Arrange viewing appointments, send out viewing confirmations and communicate accordingly
• Assist with associated follow up activities including proposals and contract negotiation  
• All communications should be carried out in a professional, courteous and timely manner
• Ensure all Virtual Office qualification questions are adhered to and AML checks are carried out to the highest standard

Reporting 

• Present meeting room booking statistics if required
• Relevant promotions to be communicated and highlighted as necessary 

Monthly team meetings 

• Attend and contribute to monthly meetings. These may be held outside of working hours

Health & Safety

• Ensure your team is reminded they have a legal responsibility and duty of care for the health and safety of themselves and others by adopting the safe working practices such that they do not put themselves, colleagues, clients or visitors at risk.

Essential Skills, Experience & Qualifications

• Possesses a positive attitude and open communication style
• An attention to detail
• Computer literate
• Good at planning and organising skills

Competencies & Personal Attributes

• Influence and keep others on side
• Positive attitude and energy  
• Act confidentially and operate with tact in multicultural environments
• Self-motivated and confident 
• Maintain control and perform during stressful situations
• Initiative and drive
• Attention to detail