Assistant Manager / Wedding Coordinator

Position Summary

Title: Assistant Manager/Wedding Coordinator

Location: St. Augustine, Florida

Accountable to: General Manager/Owner

We are seeking an Assistant Manager/Wedding Coordinator for our elegant, historic Bed and Breakfast properties in St. Augustine, Florida.

Our three unique, historical properties are located in the heart of the St. Augustine historic district, offering guests the very best value around. Affordable, quaint, and charming, our Team takes pride in providing an exceptional and memorable guest experience.

In this key position, you will be responsible for effectively assisting in managing all the day-to-day operations of the Inn’s functional areas (Rooms & Reservations, Event planning and execution, Sales & Marketing, Staff Management & Scheduling, Accounting, Maintenance, Supply and Inventory Management of Food & Beverage, and Room Supply items) to maximize financial performance while upholding quality standards and maximizing the guest experience. This will include developing strategies, and best practices, marketing plans, operational goals, and ensuring that business decisions are in line with the company's mission, core values, and guiding principles.

These properties consist of 31 uniquely decorated guest rooms with food & beverage service that includes a hot cooked gourmet breakfast each morning and requires a hands-on management approach in leading these Bed & Breakfast operations.

We are seeking an energetic Wedding Coordinator/Assistant Manager with a strong background in hospitality management, sales, and event planning with exceptional customer service skills and attention to detail.

This is a fantastic opportunity for a motivated, hands-on, upbeat, energetic person to work in a year-round, seasonally changing business.

Top responsibilities of Assistant Manager:

• To be selfless and work as a team! Which means never saying “That is not my job”, and to be willing and able to assist any guest and any staff member when needed.
• To show initiative and responsibility in any capacity that the Inn needs in order to promptly and efficiently service the guests.
• To make sure that the guests have a positive and memorable experience and to create a warm and welcoming atmosphere by being highly engaged with guests.
• Anticipate and promptly address guests’ service needs. Solicit guest feedback.
• Speak with others using clear and professional language; promptly answer telephones using professional etiquette.
• Develop and maintain positive working relationships with others and support team to achieve common goals.
• Accurately and efficiently manage and perform all front desk functions including check-in/check-out of guests, reservations, telephone, greeting guests upon arrival and departure.
• Knowledgeable of the city and surrounding areas and provide recommendations for attractions, restaurants and services.
• Complete any tasks given by Ownership or the General Manager with maximum accuracy, efficiency and attention to detail.
• Follow all company policies and procedures; report accidents, injuries, and unsafe work conditions. Maintain confidentiality or proprietary information; protect company assets.
• Must be prepared to work all shifts and have a flexible schedule (mornings and evenings, weekdays, weekends, holidays) and be available after hours to respond to guest emergencies.
• Should be able to cook or help in the kitchen when the cook is not available or when occupancy is low. Must be able to prepare basic breakfast dishes following established recipes. Must be able to serve plated food while complying with established food handling guidelines.
• Comply with quality assurance expectations and standards. Stand, sit, or walk for an extended period of time. Move, lift, carry, push, pull and place objects weighing less than or equal to 50 pounds without assistance.

Operational Responsibilities include:

• Delivering impeccable customer service to all guests in person, via phone, and via email.
• Responsible for appeasing the guests’ needs during their stay such as; providing property information, visitor information, directions, restaurant recommendations, securing dining reservations, room amenities, and any other requests that are within reason.
• Provide effective leadership to team members.
• Build strong working relationships with staff, management and ownership to ensure maximum operating effectiveness fulfillment of daily and special event needs.
• Assist in recruiting, training, and development of team members.
• Assigns duties and observes staff performance to ensure adherence to Inn’s policies and established operating procedures and best practices.
• Inspire and motivate employees through positive encouragement and incentive initiatives. Lead by example.
• Be well-versed in or learn the Inn’s reservation system, methods of payment, Gmail, Microsoft Office, Google Suite documents, and other third-party booking platforms like Expedia/Booking.com, etc.
• Monitoring and respectfully responding to guest reviews and messages quickly and effectively on TripAdvisor, Booking.com, Expedia, Facebook, and Google.
• Be knowledgeable about all packages and upgrades provided by the Inns, including weddings, elopements, vow renewals, and special packages.
• Ensure all public areas are clean and presentable at all times.
• Perform daily inspection of guest rooms. Identify, document, and assign repair and maintenance issues.
• Monitor maintenance progress and FF&E (Furniture, Furnishings, and Equipment) conditions and provide status to the General Manager. Assist the General Manager in key property issues including; capital projects and refurbishment.
• Assessing and analyzing departmental budgets and expenses to find ways to optimize profitability.
• Short and long-term planning to support company’s goals.
• Coordinating different teams to foster an exchange of ideas and provide cross-team learning opportunities.
• Inspire and motivate employees through positive encouragement and incentive initiatives. Lead by example.
• Ensure staffing levels are appropriate for occupancy levels and assist the General Manager with weekly schedules, reports, payroll, and disciplinary action.
• Cover shifts in all departments as scheduled by the General Manager.
• Training and/or re-training associates when necessary.
• Upholds property grooming standards.
• Enforcing regulatory and safety standards.

Events and Wedding Management Responsibilities:

• It is the responsibility of the Wedding Coordinator/Assistant Manager to spearhead all on-site weddings and events (from receiving inquiries, planning, scheduling, to coordinating set-up/break-down per customized specifications) and to encourage any interested prospective guests to book with the Inn.
• The Wedding Coordinator/Assistant Manager will also be responsible for making sure that the contracts for these events are signed within days of the confirmed booking.
• The Wedding Coordinator/Assistant Manager will schedule and conduct site inspections and tours to showcase the Inns unique capabilities to potential clients.
• Responds quickly and effectively to all event queries and concerns within established time line.
• Working with clients to guide them through event details and serving as their personal coordinator throughout the entire planning process and the event.
• Overseeing and managing all event operations.
• Meeting with couples to discuss their vision and preferences. Offering variety of options and providing input and advice to couples struggling to make decisions about wedding planning.
• Developing timelines for events and ensuring all activities remain on schedule on the wedding day.
• Handling the special requests and unexpected needs of couples, bridal parties and guests during weddings.
• Closely follows up with established vendors on future orders and deliveries associated with events.
• Identifying and pursuing new business opportunities, and maintaining strong relationships with existing clients.
• Builds and strengthens relationships within the community to customer base.
• Attends industry events and trade shows to network and promote the Inns.
• Provides regular reports to the senior management team regarding sales performance and market trends.

Responsibilities to other employees:

• The Wedding Coordinator/Assistant Manager is responsible for helping other team members when necessary.
• The Wedding Coordinator/Assistant Manager is responsible for conducting him/herself in a professional manner at all times and will treat all members of staff with respect.
• Our Inns are a drama-free workplace and will not tolerate any form of bullying, verbal abuse, or malicious gossip about other employees and guests. Penalties for noncompliance may include a verbal warning, suspension, and/or termination of employment.

Qualifications:

• Prior experience as a Manager/Innkeeper/Event Coordinator in a Hotel/Inn/Bed and Breakfast/Resort or similar hospitality operation
• Proven track record of delivering exceptional guest experiences and high satisfaction levels
• Exceptional leadership and decision-making abilities
• Must have strong organizational skills, excellent written and verbal communication skills
• Ability to perform and prioritize multiple tasks with ease
• Strong computer skills and able to quickly learn new systems.
• Polished personal presentation with a warm, confident, and hospitable personality
• Must be able to easily ascend/descend stairs as the Inns have 3 stories and no elevator
• Extensive knowledge of current trends in Small Inn management
• Understanding of wedding etiquette and traditions and event management best practices
• Time management skills to keep events on time
• Proficient in financial planning and budget management
• Verifiable leadership qualities including superior relationship and communication skills
• Experience in promoting and growing hospitality business using marketing strategies and community relationships
• Proficiency in Microsoft word/excel, Gmail, Google documents. Creation of documents, policies and procedures
• Knowledge of social media platforms and their unique opportunities
• Great people skills, self-motivation and an outgoing personality
• A desire to create and complete goal-oriented tasks relating to our concept
• The ability to work in a fast paced-guest service-oriented sales environment while still conveying fun, adventure and excitement
• Multitasking and organizational skills to handle numerous tasks simultaneously
• A desire to bring new ideas to the table and constantly improve/raise the bar
• Excellent attention to cleanliness, quality and an eye for details
• Possession or ability to obtain ServeSafe Certification within 30 days of employment
• Ability to complete Florida Alliance to End Human Trafficking Training within 30 days of employment

Note: As our properties are in the heart of downtown, employees may be required to utilize nearby public parking.

Job Type: Full-time

Pay: $3,000.00 - $3,500.00 per month

Benefits:

• Paid time off

Experience:

• Events management: 2 years (Preferred)
• Hospitality management: 2 years (Preferred)

Ability to Commute:

• Saint Augustine, FL (Required)

Work Location: In person

Salary : $3,000 - $3,500