Event Services Coordinator

SUMMARY

Primary job function is to provide material and operational support for all event services support functions within the department. Prepare review and provide administrative assistance, while coordinating with guests. The coordinator is responsible for providing the best possible customer service in all aspects of the department. Routine contact with internal and external clients is fundamental to the success of the Sales department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary duties and responsibilities include, but are not limited to, the following:

Answer multi-line telephone system to receive/provide information from guests to Meeting & Event Sales managers.

Communicate with guest for all business inquiries.

Provide administrative support to Event Service and Sales Managers including typing, faxing, photocopying, answering multiple phone lines, assisting visitors and resolving a range of administrative tasks, etc.

Prepares all correspondence, contracts, resumes, and maintains all documentation related to incoming meetings and events.

Responsible for distributing Event Services correspondences and reports to various departments and serve as a liaison between departments in the resolution of day – to –day administrative and operational issues.

Maintain multiple lead sources for inquiries from guests

Set up, maintain and route guest inquires to hotel departments to ensure pertinent and accurate information is conveyed.

Heavy data entry for group bookings

Inspect and coordinate all aspects of guest rooms and meeting rooms for site inspections.

Preparing amenity boxes and ensuring we have the inventory

Reviewing Small Contracts, creating Res ID’s

Sending out Group Resume’s and Bookings

Processing client deposits for definite bookings

Process Group Turnovers to ensure all departments are communicated efficiently.

Process revisions, re-solicits or cancellations.

Process space hold requests from sales and event managers

Process post event data for reporting

Compile and communicates various daily, monthly, and quarterly data reports as assigned by the Business Manager and Director of Events

Coordinate and confirm redemption appointment & reservations for hotels dining and recreation amenities and services

Conducts weekly and monthly audits and monitors group deposits.

Communicate with Event Services Managers and other departments to respond to guest needs. 

KNOWLEDGE/SKILLS/ABILITIES

Ability to work efficiently, independently and cohesively, consistently producing quality results.

Expert knowledge of property operations and banquets.

Team-based selling experience.

Strong communication skills: ability to plan and implement action plans and must have basic presentation experience.

Working knowledge of Delphi. 

Must be personable and have exemplary guest service skills.

Ability to work efficiently, independently and cohesively, consistently producing quality results.

 Ability of complex reading, writing, math, and task completion skills is required.

Must have the following skills: clerical, compiling, coordination, analyzing, supervising, following instructions, influencing others, memorization, problem solving, independent judgment, and decision making.

Flexible to work all shifts including holidays, nights, and weekend hours as business needs dictate.

Must be a minimum of 21 years of age.

EDUCATION and/or EXPERIENCE

Minimum of 2 years administrative experience, preferred in wedding/event/catering sales experience and/or event, marketing, guest services or related professional area of experience is required, or any combination of education, training, or experience that provides the required knowledge, skills, and abilities.

CERTIFICATES AND LICENSES

Must be able to maintain appropriate Alcohol Awareness card.

PHYSICAL DEMANDS

While performing the duties of this job, the team member is frequently sitting and standing and occasionally walking during the duration of their shift.

Must be able to push/pull 25lbs or less.

The team member will occasionally have repetitive use of both hands.

The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

Work performed consistently indoors and outdoors, alone and frequently with and around others. Team Member will perform work face-to-face including verbal contact with others on extended shifts around computer equipment, mechanical devices, and moving objects.

The noise level in the work environment is usually quiet to moderate.

Team Member may be exposed to odor and/or secondhand smoke.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions