My name is Saidatul Syafika binti Ahmad Jais, with the matric number 281309. Currently, I am in semester 8 of my studies and undergoing my internship for 6 months at Movenpick Hotel & Convention Centre (MHCC) KLIA.

For your information, I have been placed under the department of sales and marketing. In this Padlet, I will document all of my internship duties and activities from 1st April to 30th September 2024.

■ Familiarized with the areas of coverage within the Sales & Marketing department where each sales manager is assigned to specific areas. When inquiries arise from these areas, the responsible sales manager will engage with the client.

■ Gained brief information and knowledge regarding:

• The hotel’s products and services include 332 hotel rooms, a convention center and diverse facilities.

• Rates for meeting packages, residential packages, and accommodation for government and corporate clients.

• The system used by the hotel: OPERA Version 5 (for securing meeting rooms and accommodation rooms).

• The sequence of the department’s process when handling client inquiries:

  • Receive the inquiry > Verify the completeness of the inquiry, if incomplete, follow up with the client > Check venue availability in the system > Secure (block) the venue in the system > Prepare and send a quotation to the client > Prepare and send a pro forma invoice to the client > Receive payment/confirmation letter from the client > Issue the event order.

  
  

■ Reviewed key documents used in the department: 

• An event quotation includes event details, client information, pricing breakdown, additional costs, terms and conditions, sales manager contact information, and validity.

• A pro forma invoice contains elements similar to an event quotation but presented as a preliminary bill which allows clients to review the total lump sum of the event costs.

• An event order includes client and event information, schedule, logistics, setup requirements, technical requirements, billing instructions, catering details, and contact information (both clients and sales managers).

■ Accompanied senior sales managers and sales executives on several site inspections at the convention center with clients.

■ Participated in a Hari Raya photoshoot with the Sales & Marketing department.

■ Accompanied the senior sales manager on a tour of the convention center and hotel facilities where she provided a brief explanation of the products and facilities.  

■ The senior sales manager explained the upcoming major event at MHCC:

• Operasi Haji Tanah Air 2024 (OHTA 2024) is managed by Lembaga Tabung Haji to transport Malaysian pilgrims for the Hajj pilgrimage in Mecca. Before departing to the airport, all pilgrims must register at MHCC for the release process and other formalities.

• MHCC provides accommodation, meeting halls, and food and beverages for all OHTA 2024 personnel throughout the operation.

• MHCC also provides packed food for all pilgrims that use Saudi Airlines.  

• During this period (5th May 2024 - 10th June 2024) the convention center will be closed to accommodate the operation. 

■ Learned about the OPERA system with sales manager and sales executive and practice on how to:

• Check space and hotel rooms availability.

• Create a company profile and fill in clients information.

• Specific terms and keywords for government and corporate clients in the system.

• Block meeting space and hotel rooms. 

^{■ 9/4/2024 (Absent with permission)}

^{■ 10/4/2024 - 11/4/2024 (Public holiday : Hari Raya)}

^{■ 12/4/2024 (Absent with permission)}

^{■ 13/4/2024 - 14/4/2024 (Weekend: Rest day)}

■ Take an assessment of Hermann Brain Dominance Instrument (HBDI) assisted by the assistant director of sales. This assessment will examine and describe my thinking preferences in people. After the assessment, I am more towards practical rather than analytical, experimental and relational. 

■ Obtained knowledge regarding technical meetings and coordination meetings conducted by the Sales & Marketing department.

• Technical Meeting conducted a few weeks before the actual event day where the sales executive and sales manager held a meeting with clients and vendors to discuss detailed event requirements (If necessary). 

• Coordination Meeting conducted by sales executives once a week with several departments such as security, f&b, convention center, kitchen, housekeeping, engineering and front office to review and prepare for upcoming events at the hotel.

■ Prospected possible clients within Klang and Kuala Lumpur  under the area of  coverage - assistant director of sales.

■ Attended a discussion regarding event layout, event flow, itinerary and others with Great Eastern Takaful with the assistant director of sales & marketing (supervisor) and sales executives.

■ Find 20 listed travel agency addresses and email addresses based in Pekanbaru, Indonesia to send out rates for hotel rooms and fill in the client's information in the event quotation. Assisted the director of the sales & marketing department. 

■ OHTA 2024:

• Attended online meeting with Ketua Pentadbiran Haji Negeri Selangor, Pengurusan Tabung Haji (TH) cawangan Shah Alam dan Pengurus TH cawangan Sepang where the discussion about personnel’s rooms, meals and others. 

■ Prepared event quotations and blocked meeting rooms in the systems. 

• 9th May - 12th June 2024 : Departure of Pilgrims.

• 24th June - 21st July 2024: Arrival of Pilgrims.

■ OHTA 2024

• Assisted in the preparation of seating arrangements (tagging) for the OHTA 2024 meeting. 

• Attended a discussion at TH iFiC, Sepang regarding personnel accommodations.

• Double-check Lembaga Tabung Haji (LTH) event orders calculation to ensure the calculations are accurate. 

■ The Sales Executive briefly introduced the Lost Report documents, which include event quotation forms for events that could not be carried out due to various circumstances, such as low budget, changes in venue, or other issues. This helps us identify and improve any shortcomings.

■ Attended MHCC Hari Raya Open House at MHCC KLIA.

■ Attended coordination meetings.

■ Prepared event quotations and blocked meeting rooms in the system.

■ Merged all duplicate clients accounts in OPERA system Version 5 as MHCC is upgrading to OPERA Cloud.

■ Attended an online meeting “Mesyuarat Persiapan Kumpulan TH” for Karnival Jom Heboh where it discusses the layout inside the booth, the schedule of the event and other related things. 

■ Assisted event coordinator in preparing items for Karnival Jom Heboh at Putrajaya such as preparing wedding pamphlets and lucky draw forms. 

■ OHTA 2024

• Create an Excel document for the Pendaftaran Kad TnGo for OHTA personnel to exempt them from entry fees which can minimize traffic congestion at the hotel entrance.

■ Prepared event quotations and blocked meeting rooms at the OPERA Version 5 system.

■ Become an exhibitor under MHCC at Karnival Jom Heboh 2024 @ Putrajaya, promoting and selling several hotel’s products and services:

• Purchase  of any rooms or meals (hi-tea for 2 people) voucher will eligible get FREE 1 pcs Limited Edition Tudung Fazura Movenpick.

• Register ALL Membership and Accor Meeting Planners to be entitled to a 50% discount for an in-house buffet dinner or Hi-Tea at Temasya Restaurant.

• Sign up and confirm the wedding package with a minimum of 40 tables, will get a rebate RM1k from the total bill plus 1 set free limited edition tudung Fazura or merchandise items.

• Lucky draw for morning and afternoon sessions. 

■ Updated March - April Lost Report for sales manager whose area of coverage is government sector.

• Reviewed  and simplified flight schedule to ensure and identify which group of hajj pilgrims will depart from MHCC to KLIA. 

• Conducted site visit to the convention center to ensure the venue is in a good condition.

• Reviewed rooming list for OHTA personnel. 

• Accompanied the responsible senior sales manager to an ad hoc discussion at TH iFic, Sepang to address the latest amendment. 

• Verified the number of pilgrims flying with Saudi Airlines to ensure accurate packed food distribution. Additionally, documented the packed food quantities in Microsoft Excel

■ Post Karnival Jom Heboh - Return all promotion items to their designated places.

■ Substituted event coordinator and learn the roles of an event coordinator in the hotel industry.

■ Participated in the sales & marketing department hari raya open house and assisted with food tagging for each food. 

■ Prepared event quotations and blocked meeting rooms in OPERA (V.5) 

■ Created and designed farewell cards for sales executives. 

■ Gained knowledge and perform a phone call etiquette for incoming inquiries through telephone assisted by a sales manager.

■ Prepared a sales kit containing hotel and promotional information for all sales managers in the department as they are going to do a sales call where it requires them to bring a sales kit.

• Finalized flight schedules of OHTA 2024.

• Recorded number of pilgrims for Saudi Airlines for packed food distribution and documented the data in Microsoft Excel.

• Received OHTA 2024 worker pass and classified into the designated department in MHCC.

• Reviewed updated flight schedules to ensure any changes are well-informed. 

• Conducted a site visit to the convention center to ensure the venue was in a good condition.

• Accompanied the senior sales manager in a discussion regarding personnel advance check-in and check-out at MHCC. 

■ Attended training within the sales and marketing department regarding Muslim-Friendly Tourism & Hospitality Assurance and Recognition (MFAR) and hotel new system, OPERA CLOUD. 

■ Performed room inspection with sales manager for Syarat & Keperluan Pengiktirafan Islamic Tourism Centre (ITC) for Muslim-Friendly Tourism & Hospitality Assurance and Recognition (MFAR)

■ Participated in a photoshoot with the sales & marketing department staff as MHCC received certification from Asean Tourism Standard under Asean MICE Venue Standard Category: Meeting Room 2024 - 2026.. 

■ Assisted by a sales executive, insert a banquet kit package into the new OPERA CLOUD system.

■ Prepared event quotations.

• Substituted for the senior sales manager responsible for OHTA for 4 days as she went to Singapore representing the hotel at an award ceremony and on a sales trip. 

• Recorded the number of pilgrims for Saudi Airlines to facilitate packed food distribution and documented the data in Microsoft Excel.

• Updated TnGo card for personnel and TH transportations. 

• Assisted senior sales managers by double-checking quotations and menus for the YDPA event as YDPA graced the occasion to bid farewell to the pilgrims at MHCC.

■ Attended Accor Hotel Industry Talk with the Sales Manager at the Ministry of Tourism, Arts and Culture (MOTAC), Putrajaya. 

■ Attended a mini celebration for HR International Day at the HR department.

■ Practiced and performed to block meeting rooms and accommodation rooms with event coordinator and sales executive as the hotel officially migrated to the new system, OPERA CLOUD. 

■ Prepared event quotations and blocked meeting rooms as well as hotel rooms in the OPERA CLOUD system.

■ Learned and produced proforma invoices assisted by the sales manager.

■ Updated April - May Lost Report for sales manager whose area of coverage is government sector. 

■ Identified and familiarized with the ministry, government and corporate sector under the senior sales manager’s  account to better handle inquiries and rates. 

■ Updated the current status of my internship for the past 2 months of internship to the supervisor (Assistant Director of Sales and Marketing Department).

■ Getting known rates for the government sector where MHCC provides 2 types of rates for government and personalized rates available upon approval from the director of sales and marketing and director of revenue.

■ Frequent encountered inquiries coming from government sector include

• Full-Day Meeting

• Half-Day Meeting

• Residential Meeting (3 days 2 night and 2 days 1 night)

■ Prepared event quotations and blocked meeting rooms as well as hotel rooms in the system.

■ Followed up on any quotations that had passed the cut-off date. Each quotation has a 2 weeks period that the clients should be aware of. 

■ OHTA 2024

• Updated the number of packed food for OHTA personnel for dinner and lunch each day on whatsapp group. I am responsible for providing an accurate number of pax to ensure the responsible staff can prepare and distribute the packed food as scheduled. 

• Recorded number of pilgrims for Saudi Airlines for packed food distribution and documented the data in Microsoft Excel.

■ Learned from the event coordinator on how to insert revenue into the event blocking in the OPERA CLOUD system.

■ Entered revenue data for each event blocking from May to present.

■ Prepared event quotations and blocked meeting rooms as well as hotel rooms in the systems including revenue. 

■ Answered incoming calls for inquiry. 

■ Make some amendment on quotation format as parking fee in MHCC increased. 

■OHTA 2024

• Updated the number of packed food for OHTA personnel for dinner and lunch each day on whatsapp group. I am responsible for providing an accurate number of pax to ensure the responsible staff can prepare and distribute the packed food as scheduled. 

• Recorded number of pilgrims for Saudi Airlines for packed food distribution and documented the data in Microsoft Excel.

■ Accompanied and assisted the senior sales manager during a site inspection with Kementerian Sumber Manusia at the convention center for Anugerah Perkhidmatan Cemerlang on 30th July 2024.

■ Assisted to producing  a confirmation receipt for Inti College with the sales manager.

■ Prepared a sales kit for the Johor Sales Trip. 

■ Attended the ROM (register on marriage) ceremony at MHCC where the assistant director of sales explained the sequence of wedding inquiries. 

■ Prepared event quotations and blocked meeting rooms as well as hotel rooms in the system including revenue.

■ Prepared event quotations and blocked meeting rooms as well as hotel rooms in the system including revenue. 

■ Answered incoming call inquiries.

■ Followed up on any quotations that have passed the cut-off date and addressed incomplete inquiries. Most of the incomplete inquiries often lacked information on setup arrangements and room type of participants.

■ Answered incoming call enquiries.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ Assisted the housekeeping department in cleaning the hotel's rooms as hotel occupancy exceeded 70%. The housekeeping staff guided me through the proper cleaning process for both check out and stay in rooms.

■ OHTA 2024

• Updated the number of packed food for OHTA personnel for dinner and lunch each day on whatsapp group. I am responsible for providing an accurate number of pax to ensure the responsible staff can prepare and distribute the packed food as scheduled.

■ Gained insight into sales call procedures from the sales manager. 

■ Prepared event quotations and blocked meeting rooms as well as hotel rooms in the system including revenue. 

■ Answered incoming call inquiries.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ OHTA 2024

• Updated the number of packed food for OHTA personnel for dinner and lunch each day on whatsapp group. I am responsible for providing an accurate number of pax to ensure the responsible staff can prepare and distribute the packed food as scheduled.

■ The Group Booking Form (GBF) was introduced by the Director of Revenue. Moving forward, only the Revenue and Reservation departments are responsible for room bookings in the system. For any amendments, staff must contact the Director of Revenue. 

■ Learned and produced the GBF with assistance from senior sales managers and sales executives. 

■ Prepared event quotations and blocked meeting rooms as well as insert revenue in the system.

■ Answered incoming call inquiries.

■ Follow up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ OHTA 2024

• Updated the number of packed food for OHTA personnel for dinner and lunch each day on whatsapp group. I am responsible for providing an accurate number of pax to ensure the responsible staff can prepare and distribute the packed food as scheduled.

■ Answered incoming call inquiries.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ Updated June - July Lost Report for sales manager whose area of coverage is government sector.

■ Assisted the event coordinator in packing chocolate goodies for a wedding at MHCC. 

Attend a fire drill organized by MHCC. 

■ OHTA 2024

• Updated the number of packed food for OHTA personnel for dinner and lunch each day on whatsapp group. I am responsible for providing an accurate number of pax to ensure the responsible staff can prepare and distribute the packed food as scheduled.

■ Assisted sales executive prepare food tasting event for Kementerian Sumber Manusia (KSM) - Anugerah Perkhidmatan Cemerlang (APC)

■ Served as part of the f&b committee during APC, KSM where a dome service was required. I coordinated the food service by delivering meals from the kitchen to the guests’ tables as needed.  

■ Prepared event quotations, GBF and blocked meeting rooms as well adding revenue in the system.

■ Answered incoming call inquiries.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries.

■ Make event quotations, GBF and block meeting rooms as well as insert revenue in the system.

■ Answered incoming call inquiries.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ Prepared a sales kit for daily sales calls.

■ Briefly taught new sales executives about the OPERA CLOUD system.

■ Answered incoming call inquiries.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ The Director of Revenue introduced upgraded GBF together with Profit and Loss (P&L) form for government residential packages either for 2 days 1 night or 3 days 2 night or more. 

■ Starting August, each department in MHCC is required to produce a video for the official MHCC Instagram account with rewards for those receiving the most likes.

■ Answered incoming call inquiries.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ Gained knowledge about the upgraded GBF and P&L with the sales executive and learned how to fill P&L to ensure profitability of the event.

■ Recorded for the sales & marketing video department.

■ Updated July - August Lost Report for sales manager whose area of coverage is government sector.

■ Participated in the annual staff dinner performance and attended rehearsal.

■ Prepared a slideshow backdrop for the annual staff dinner performance. 

■ Answered incoming call inquiries.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ Prepared event quotations, GBF, P&L and blocked meeting rooms as well as insert revenue in the system.

■ Prepared event quotations, GBF, P&L and blocked meeting rooms as well as insert revenue in the system.

■ Finalized and listed all events for September under the senior sales manager for September.

■ Made minor adjustments to the slideshow backdrop for annual staff dinner performance. 

■ Prepared and issued temporary meal vouchers (lunch, breakfast and dinner) for all clients with residential packages.

■ Assistant director of sales and marketing (supervisor) briefly explained and introduced MHCc’s room and convention center budget for 2024 and discovered new terms such as ADR (Average Daily Rate), revPAR (Revenue Per Available Room). 

■ Attended and participated in the annual dinner at MHCC, KLIA. 

■ Substituted event coordinator and assisted managers who needed to obtain document approval.

■ Followed up for any quotations that have passed the cut-off date and incomplete inquiries. 

■ Prepared event quotations, GBF, P&L and blocked meeting rooms as well as insert revenue in the system.

■ Substituted event coordinator and assisted managers who needed to obtain document approval.

■ Prepared the sales kit for the sales call. 

^{■ 11/9/2024 - 13/9/2024 (Absent with permission)}

^{■ 14/9/2024 - 15/9/2024 (Weekend: Rest day)}

^{■ 17/9/2024 (Replacement Public holiday : Maulidur Rasul)}

■ Prepared event quotations, GBF, P&L and blocked meeting rooms as well as insert revenue in the system.

■ Updated August - September Lost Report for the sales manager whose area of coverage is the government sector.

■ Attended Malaysia SDG Summit 2024 (Sidang Kemuncak Matlamat Pembangunan Mampan Malaysia 2024) at Kuala Lumpur Convention Centre with the Sales manager. 

■ Prepared and issued temporary meal vouchers (lunch, breakfast and dinner) for all clients with residential packages. 

■ Followed up for any quotations that have incomplete inquiries. 

■ Prepared and applied stickers for the wedding door gifts on the 21^st & 22^nd September 2024.

■ Substituted event coordinator and assisted managers who needed to obtain document approval.

■ Attended the solemnization of a client at Ahad Pillar, MHCC, and assisted the assistant director of sales during the ceremony.

■ Prepared event quotations, GBF, P&L, and blocked meeting rooms, while also inserting revenue into the system.

■ Prepared flyers, sales kits, and corporate gifts for the senior sales manager’s sales trip to Brunei and Miri, Sarawak.

■ Visited Sama-Sama Hotel near KLIA for market intelligence by reviewing competitor event boards.

■ Updated the September-October Lost Report for the sales manager responsible for the government sector.

■ Prepared and issued temporary meal vouchers (lunch, breakfast, and dinner) for all clients with residential packages.

■ Substituted the event coordinator and assisted managers in obtaining document approvals.

■ Accompanied senior sales managers and sales executives on multiple site inspections at the convention center with clients.

■ Assisted as part of the F&B committee during the "Majlis Makan Malam Rejimental Sempena Pertaulihan Diraja PALAPES UPM ke-42," where I delivered meals from the kitchen to the guests' tables as required.

■ Gathered information about the hotel for my internship final report.