Events Coordinator

The Whitby Hotel is a boutique luxury hotel situated in the heart of Midtown Manhattan, just steps away from Central Park, renowned restaurants, galleries, and the Museum of Modern Art (MoMA). Renowned for its contemporary art and design, the hotel has been awarded the prestigious Three Michelin Keys for its outstanding excellence. The Whitby features 86 elegantly and individually designed bedrooms and suites, many offering private terraces and spectacular views of the Manhattan skyline. Designed by Kit Kemp in her award-winning modern British style, the hotel delivers a unique experience of sophistication and creativity.

1. Primary Role

The Events Coordinator is responsible for supporting the Events managers in proposing, contracting, and detailing events across all segments.

2. Essential Functions

The Events Coordinator will consistently demonstrate Firmdale Core Values, Attention to Detail, Enthusiasm, Passion, Relationships, and Resilience while executing primary duties, including the following essential functions:

• The focus of the role will be to receive, communicate, and input inquiries, maintain departmental systems, detail meeting spaces, food & beverage, and special concessions, and assist with the administration of the department
• Receive initial inquiries, provide preliminary information, and qualify leads across segments
• Spearhead communication with the client throughout the planning process, once the contract is signe,d to organize details and compile the Banquet Event Order and other documents accurately
• Generate daily, weekly, and monthly reports
• Assists with preparing sales proposals and contracts as needed, often communicating with clients on the Sales Manager's behalf
• Review each event’s details, including contracted room hire, food & beverage minimum spend, menu selection/guest count due date, special concessions, and attrition clause,s and validate withthe client via turnover letter
• Monitor and enforce program deadline dates
• Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to reflect the confirmed booking.
• Produce and send receipts and invoices to clients for deposits and final billing.
• Distribute BEOs for group and affiliates 6-12 days before events
• Participate in site visits as needed and plan meetings for upcoming events
• Assist managers in scheduling appointments and coordinating rentals and specialty items for events as required

3. Required Education/Experience:

• 2 years of experience in customer service, ideally in a luxury hotel environment. 
• A BA/ BS degree in hospitality, business a related field, or a career path of internal growth in hospitality.
• Proven success in managing an outstanding product and guest experiences.

4. Required Knowledge/Skills

• Exceptional interpersonal skills for positive and effective communication with a diverse population, including complaint resolution
• Excellent verbal and written communication skills
• Extremely organized and efficient in planning, prioritizing, and executing a complex workload
• Must be flexible to adapt to changing business needs and/or ad hoc projects
• Must be adept at multitasking and managing multiple priorities in a fast-paced environment
• Proficient in all Microsoft Office applications, Opera and Delphi
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis

5. Physical Requirements

• Ability to research, read, review, ente,r and retrieve information from computer and hard copies.
• Speak, read, write, and understand the primary language(s) used in the workplace.
• Prolonged standing, walking, and bending, in addition to sitting in front of a computer.
• Regular communications in person, writing, and by telephone.
• Perform work, and be present, on Hotel premises to ensure satisfaction of clients considering an event and those already booked. 

With 3 hotels in New York City and 8 in London, Firmdale sets a standard as a unique and exciting place to work. According to Company owners Tim and Kit Kemp, “Hotels should be living things not stuffy institutions.”

Be inspired by Firmdale, www.firmdalehotels.com 

And learn more about the New York hotels https://www.firmdalehotels.com/hotels/new-york/

Find out why we inspire employees to Love What You Do https://www.firmdalehotels.com/b/careers/love-what-you-do/