Events Manager - TB

Job Title: Events Manager

Location: Troutbeck

Reports to: Director of Culture & Commerce

Compensation - $70,000 - $80,000

About Troutbeck

A cherished heritage of hospitality has been distilled into the spirit of welcome you feel within Troutbeck. Created to delight and impress, Troutbeck is sumptuously designed and restored, brimming with splendor and perfectly appointed in every detail. It is reflected by a world-class team whose personalized, anticipatory intimate service is geared to providing a world class guest experience.

Who We Are

We value our staff, our guests, our community, and are committed to preserving the environment we inhabit. Our culture is all about collaboration, dedication, and best-in-class customer service. Details matter at Troutbeck. We love what we do, and we love rolling up our sleeves to help each other in any department, in any way. When any one person or department succeeds ? we all succeed!

Overview

The Events Manager will independently contract, run and manage all Corporate Events, Internal Events and Programming at Troutbeck. They will have direct interaction with all departments and clients and guests as assigned. This position is an intricate part of ensuring the guests? experience to be of the highest level of excellence.

Key Responsibilities

• Act as the primary point of contact for clients once introduced by the Sales Team.
• Prepare proposals and contracts once the client moves forward with the event.
• Finalize all contracts for event spaces, catering, accommodation, and any additional services or programming.
• Ensure deposit schedule is followed and advance deposits are received in a timely manner.
• Coordinate with planners and clients to capture specific requirements and share that information with all departments through updated BEO?s and direct correspondence when needed.
• Provide tours and walk-throughs when needed.
• Manage all logistics for events from transportation, arrivals, departures manifests and hotel rooming lists, floor plans and floor sets, food, beverage, audio visual and rentals.
• Coordinate with external vendors when needed and ensure all logistics are in place. Ensure Certificates of Insurance, Worker?s Comp Certificates are received for all 3rd party vendors.
• Monitor client feedback before, during and after the event, and work to resolve any issues or concerns promptly.

• Liaise with the Culinary team, ensuring they have current menus and pricing. Work with all the relevant hotel departments to ensure smooth execution of the events.
• Ensure that all catering equipment and supplies are available, set up, and maintained for events.
• Coordinate with other hotel departments (e.g., housekeeping, front desk) to ensure seamless event execution.
• Report any deficiencies in equipment and facilities to relevant departments and Portfolio Director of Sales.
• Day of Event - Supervise the event?s timeline and flow to guarantee a seamless guest experience.
• Prepare and distribute the Group Resume to all departments.
• Ensuring deposits and payments are made on time. Tracking with the finance team.
• Prepare the final bill, to be sent out no later than 5 business days from the end of the event.
• Track sales goals, budgets, and performance metrics.
• Prepare Reports for weekly Culture & Commerce meeting.
• Maintain accurate client records and documentation, ensuring compliance with hotel policies and procedures.
• Provide regular updates to management of sales targets and achievements.
• Attendance and participation at all required meetings ? Daily 10am, Weekly F&B, BEO, and other meetings as directed.
• Organize and lead weekly BEO meetings. Ensuring all teams are represented.
• The position of Events Manager and the position of Catering Manager are required to be supportive of each other.
• All other duties as directed by the Portfolio Director of Sales or Senior Leadership.
• The role may involve irregular hours, including evenings, weekends, and holidays, depending on event schedules.
• The job may require standing for long periods, lifting equipment, and handling a fast-paced environment.

Qualifications

• Bachelor's degree (B.A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.
• Ability to maximize resources to accomplish key metrics.
• Demonstrated ability to understand key financial, clinical, and operational drivers affecting business.
• Willingness and desire to create a team learning environment and to foster a positive, fulfilling work environment.
• Demonstrated ability to balance department efficiency and service excellence
• Willingness to assist teammates to achieve departmental goals.
• Demonstrated strengths in teambuilding and leadership skills.
• Desire, and ability to supervise with aptitude for coaching, mentoring, training, and developing teammate performance.
• Demonstrate ability to lead and motivate teammates with confidence in work processes and goals.
• Strong written, verbal, and interpersonal communications skills including the ability to listen attentively and to communicate information clearly and effectively
• Demonstrated interpersonal, collaborative, and relationship-building skills; ability to interact positively with teammates at various levels across the company and customers.