Event Coordinator

BASIC PURPOSE:   The Hotel Conference Services & Events Coordinator is responsible for assisting with the planning, organizing, and executing a wide range of events, including conferences, weddings, and corporate gatherings, within the hotel. This role involves coordinating with various departments to ensure successful event execution and providing exceptional customer service to clients and guests.

ESSENTIAL FUNCTIONS:

• Handle incoming sales inquiries include phone calls and walk-in along with Group Coordinator
• Maintain an organized professional looking office environment
• Maintain an accurate filing system for all sales document
• Conduct site-inspections as needed
• Communicate with clients regarding all event details upon contracts signed definite
• Prepare and complete Banquet Event Orders (BEOs), Banquet Check and event diagrams for clients and operations departments to communicate specific needs, contracted/agreed-upon details and pricing for the meeting, event or program
• Coordinate special requests include but not limited to dietary restrictions, guestrooms specifications, audio visual, and event requirements with Group coordinator and operation departments to ensure client satisfaction
• Work closely with Accounting Department to process all deposits and payments
• Generate and distribute weekly and monthly reports for upcoming events
• Prepare and perform pre and post conference meetings as needed
• Perform weekly BEO meeting or as needed
• Meet and Greet clients upon arrival as needed
• Input all final group pick-up in Delphi/SalesForce with assistance from Group coordinator
• Represent the hotel sales team in investigating and resolving any group complaints or conflicts including, but not limited to: billing issues, misplaced items, reservations and contract discrepancies
• Complete administrative tasks supporting all events sales efforts as assigned by the DOSM including but not limited to: documenting prospective accounts, organizing files, preparing contracts, preparation of invoices, purchasing of office supplies and data entry
• Assists Sales Team with any special projects

Knowledge and Skills:

Education:   High School education and equivalent experience.

Experience:          

• 2 years previous hotel experience preferably in a Banquet or Events service capacity or in a sales administrative support role
• 2 years customer service experience
• 4 years previous hospitality experience
• Significant customer service experience

Skills and Abilities:              

• Operate modern office equipment, including but not limit to computer, phone, and copy machine
• Strong problem solving and organizational skills
• Attention to detail and ability to exceed quality standards
• Enthusiastic and positive energy
• Multi-tasking ability
• Proficiency in Microsoft Office Suite
• Professional communication skills both verbal and written
• Salesforce and/or other event and group management software
• Able to lift up to 20lbs
• Able to bend, stretch, and twist
• Able to stand or sit for long periods of time

No. of employees supervised:  None.

Travel required:  None.

Hours Required:  8-hour shift; Scheduled days and times may vary based on need.              

Salary : $18 - $20