Event Coordinator

Position Summary:

The Event Coordinator reports to the Marketing Director and is responsible for the accurate booking of reservations for clients (Groups, Social Events, and Weddings) and Resort hosted events. The Event Coordinator is responsible for the clients and Resort hosted event (non-client) coordination from inquiry to post-event evaluation. The Event Coordinator is expected to respond to all perspective clients and guests in a timely manner with the utilization of phone calls and emails. Additional responsibilities include coordinating and communicating information to the Resort departments involved with executing events.

Essential Duties & Responsibilities:

• Work alongside the Marketing Director and the Food & Beverage Department to create, and produce, an Event Offering Packet for clients. This Packet will include a variety of style presentations and settings (such as buffets, cocktail receptions, plated meals, etc.), house minimums, payment options and procedures, room fees, room diagrams with capacities, map of the Resort, contract details, etc.
• Work alongside the Marketing Director to communicate clearly and effectively all Resort hosted events (non-client). The Event Coordinator is responsible for creating and maintaining a Resort Calendar of Events. The Event Coordinator will work alongside the Marketing Director to maintain timelines and event details with the goal of promoting an event 60-days prior. All public communication must be approved by the Marketing Director.
• Host on-site tours to potential clients.
• The Event Coordinator will work directly with the Marketing Director to ensure proper information about clients and their needs are specifically understood and met.
• The Event Coordinator must properly maintain records and information by maintaining confidentiality and a professional approach in HubSpot and Room Master.
• The Event Coordinator must be able to write professional emails, letters of introduction, staff information, and Banquet Event Orders (BEOs) regularly.
• The Event Coordinator will produce all BEO sheets and distribute them to the perspective departments and review all BEOs by participating in the weekly Food & Beverage Meeting.
• It is the responsibility of the Event Coordinator to have all event materials prepared prior to the start of any event such as menus, food label cards, directional signs, place cards, tv screens, etc.
• The Event Coordinator is responsible for submitting a weekly gratuity report to ensure proper commissions and/or tips are recorded for each event.
• The Event Coordinator must be on-site for all Resort hosted events (non-client) unless otherwise approved by the Marketing Director.
• If approved in advance with the client, capture photos of the event for future Marketing & Advertising use.
• Based on the guidance approval of the Marketing Director, attend local community events and/or tradeshows to represent the Resort and brand, and to network.
• The Event Coordinator will establish partnerships and build a Vendor List of businesses that provide services that can assist in the Catering Sales such as DJs, florists, musical entertainment, creative entertainment. Then, work with the Marketing Director to develop a contract and pricing

Qualifications:

• Previous event planning experience and/or banquet leadership, and/or food and beverage management experience preferred.
• Proficient in using computer software and programs: Microsoft Products, Canva, Adobe, Google Suite, Toast, Room Master, and HubSpot. Any training or continued professional development will be provided as needed.
• Must be dependable, trustworthy, and have a strong work ethic.
• Maintain a clean and professional appearance, and wear proper attire based upon the assignment or event.
• Able to follow detailed instructions.
• Able to multitask and establish follow-up check points to maintain accuracy and compliance.
• Able to communication effectively and clearly with staff and willing to help assist/direct staff when coordinating/executing an event.
• Ability to stand, walk, bend, kneel, and carry items up to 25 pounds.
• Work independently while maintaining task completion.
• Be willing to have a flexible schedule to possibly work late into the evening, weekends, and holidays.

Educational Background:

• College degree preferred in the fields of entrepreneurship, hospitality, sales, or marketing
• High school diploma/GED
• Technical Trade School
• Or any combination of the above listed educational requirements, in addition to work history.

This job description can be modified at any time once a task has been noted. This job description can be enhanced with opportunity for career growth by the Marketing Director, General Manager and/or Owners, as the experience and skill sets continue to develop.

All marketing strategies, financial information, annual goals and expectations are the sole information to the Saratoga Hot Springs Resort. This position is in a direct line with the Leadership Team, and it is mandated that all information is confidential.

The position is a salary-based position with the possibility of commission based on sales goals and performance.

This position required an eight-week Notice of Resignation

Pay: $52,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Relocation assistance
• Vision insurance

Ability to Commute:

• Saratoga, WY 82331 (Required)

Work Location: In person

Salary : $52,000 - $55,000