This role involves coordinating events from initial inquiry to post-event evaluation, including client reservations for groups, social events, and weddings, as well as Resort-hosted events. The Event Coordinator is a key point of contact for clients and guests, communicating with them in a timely manner via phone and email. The role also involves coordinating and communicating event details with various Resort departments.
Responsibilities
Work alongside the Marketing Director and the Food & Beverage Department to create and produce an Event Offering Packet for clients, including style presentations, settings, house minimums, payment options and procedures, room fees, room diagrams with capacities, Resort map, and contract details
Work alongside the Marketing Director to communicate all Resort hosted events (non-client) clearly and effectively
Create and maintain a Resort Calendar of Events
Work alongside the Marketing Director to maintain timelines and event details with the goal of promoting an event 60 days prior, with all public communication approved by the Marketing Director
Host on-site tours for potential clients
Work directly with the Marketing Director to ensure proper information about clients and their needs are specifically understood and met
Properly maintain records and information by maintaining confidentiality and a professional approach in HubSpot and Room Master
Write professional emails, letters of introduction, staff information, and Banquet Event Orders (BEOs) regularly
Produce all BEO sheets and distribute them to the respective departments, and review all BEOs by participating in the weekly Food & Beverage Meeting
Prepare all event materials prior to the start of any event, such as menus, food label cards, directional signs, place cards, and TV screens
Submit a weekly gratuity report to ensure proper commissions and/or tips are recorded for each event
Be on-site for all Resort hosted events (non-client) unless otherwise approved by the Marketing Director
Capture photos of the event for future Marketing & Advertising use, if approved in advance with the client
Attend local community events and/or tradeshows to represent the Resort and brand, and to network, based on the guidance and approval of the Marketing Director
Establish partnerships and build a Vendor List of businesses that provide services to assist in Catering Sales, such as DJs, florists, and musical entertainment
Work with the Marketing Director to develop contracts and pricing for vendor services
Proficient in using computer software and programs: Microsoft Products, Canva, Adobe, Google Suite, Toast, Room Master, and HubSpot
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Verified job listings
1,000,000+
Tailored applications submitted
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 checkpoints to maintain accuracy and compliance
Able to communicate 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
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
Benefits
Dental insurance
Health insurance
Paid time off
Relocation assistance
Vision insurance
Important Details
Notice period: eight weeks
About the Company
All marketing strategies, financial information, annual goals and expectations are the sole information of 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.