Destination Services Coordinator (Full Time)

Overview

Planning and executing corporate group events including, but not limited to, Activities, décor, entertainment and transportation, with the direction on the Destination Services Sales Manager. As well as assisting with all administrative tasks for the department as a whole.

Responsibilities

• Responsible for the administration and coordination of Destination Services for all corporate events (activities, décor, entertainment, transportation, etc.)
• Responsible for coordinating with Recreation department and all Destination Services Vendors to do weekly, monthly, and annual planning of all available resort activitiesand to do weekly, monthly, and annual planning of all available resort activities and vendor updates in all systems.
• Responsible for checks and balances of Destination Services invoices.
• Maintain complete knowledge of all Destination Services offerings and be able to clearly articulate to guests.
• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
• Maintain complete knowledge of proper maintenance and use of equipment. Use equipment only as intended.
• Facilitate and execute group team building events and activities as well as set up of decor.
• Process all Destination Services charges to group master accounts, or guest accounts, when needed.
• Research and assist in creating new group offerings and update Destination Services files weekly with new offerings and vendors. Update marketing material for department.
• Book/block all Destination Service activities in Fare Harbor.
• Confirm all activities, decor, entertainment, and transportation for group events.
• Create Banquet Event Orders and diagrams for each event.
• Communicate booked events with other Terranea departments including Banquets and Conference Services regularly.
• Anticipate guests' needs, respond promptly and acknowledge all g.uests, however busy and whatever time of day.
• Maintain positive guest relations and resolve guest complaints, ensuring guest satisfaction.
• Be familiar with all hotel services/features and local attractions/activities to respond to guest inquiries accurately.
• Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
• Create folders for all upcoming groups that department managers have had contact with.
• Update master spreadsheet and project management folders for groups daily.
• Tracking budget and revenue for group events.
• Send 3-Day vendor confirmations to all vendors with updated numbers.
• Remind department managers for signed contracts if not received a week from event.
• Create Event Overviews for large programs or programs where there were issues.
• Create contracts and estimates as requested by department Sales Managers.
• Assist in creating decks and proposals for potential groups when requested by department Sales Managers
• Create detailed daily schedules for all upcoming activities, events, and vendor arrivals.
• Obtain all preliminary information from department managers for upcoming groups.
• Confirm/verify that department Sales Manager has booked all space necessary for each program and request space when needed.
• Assist in scheduling staff for group events/activities.
• Relay all necessary information to internal staff to ensure successful event execution.
• Attend Resume meetings.
• Create and submit expense reports as needed.
• Create and update department SOP's.
• Communicate with Accounting in regards to department expenses and vendor payment needs.
• Have a clear understanding of BirchStreet, FareHarbor, Salesforce, and POS System.
• Order necessary supplies (both for the office and for group events).

Additional Duties & Responsibilities:

• Flexibility with other aspects of the Destination Services team upon request of Sales Managers.
• Flexibility with other services not pertaining to guest services, but dealing with the resort.

Qualifications

• Fluency in English both verbal and non-verbal.
• Provide legible communication.
• Ability to:
  • Perform job functions with attention to detail, speed and accuracy.
  • Prioritize and organize.
  • Be a clear thinker, remaining calm and resolving problems using good judgment.
  • Follow directions thoroughly.
  • Understand guest’s service needs.
  • Work cohesively with co-workers as part of a team.
  • Work with minimal supervision.
  • Maintain confidentiality of guest information and pertinent hotel data.

Experience, Education, & Licensure:

• Possession of a high school diploma.
• Possession of a college diploma, preferred.
• 2 years recreation, hospitality or special event experience.
• Additional experience as described above may be substituted with college degree/courses.
• Fluency in a second language, preferably Spanish.
• Previous guest relations training.

Compensation:

Base Pay Start Rate: $24/hr.

We offer a competitive benefit package for full-time, regular team members that includes: group medical, dental, vision, life, and disability benefits, as well as participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement and an employee assistance program. We also offer paid time off/sick time and are proud to offer participation in a 401(k) plan with a company match! 

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Salary : $24