About This Role
This role involves assisting with the planning, organizing, and executing a wide range of events, including conferences, social functions, and corporate gatherings, within a hotel setting. The Event Coordinator coordinates with various departments to ensure successful event execution and provides exceptional customer service to clients and guests.
Responsibilities
- Handle incoming sales inquiries, including phone calls and walk-ins, along with the Group Coordinator
- Maintain an organized, professional-looking office environment
- Maintain an accurate filing system for all sales documents
- Conduct site inspections as needed
- Communicate with clients regarding all event details upon contracts being signed definite
- Prepare and complete Banquet Event Orders (BEOs), Banquet Checks, and event diagrams for clients and operations departments to communicate specific needs, contracted/agreed-upon details, and pricing for the meeting, event, or program
- Coordinate special requests, including but not limited to dietary restrictions, guestroom specifications, audio-visual, and event requirements, with the Group Coordinator and operation departments to ensure client satisfaction
- Work closely with the Accounting Department to process all deposits and payments
- Generate and distribute weekly and monthly reports for upcoming events
- Prepare and perform pre and post-conference meetings as needed
- Perform weekly BEO meetings or as needed
- Meet and greet clients upon arrival as needed
- Input all final group pick-up in Delphi/SalesForce with assistance from the Group Coordinator
- Represent the hotel sales team in investigating and resolving any group complaints or conflicts, including but not limited to: billing issues, misplaced items, reservations, and contract discrepancies
- Complete administrative tasks supporting all events sales efforts as assigned by the DOSM, including but not limited to: documenting prospective accounts, organizing files, preparing contracts, preparation of invoices, purchasing of office supplies, and data entry
- Assist the Sales Team with any special projects
Requirements
- High School education and equivalent experience
- 2+ years of previous hotel experience, preferably in a Banquet or Events service capacity or in a sales administrative support role
- 2+ years of customer service experience
- 4+ years of previous hospitality experience
- Significant customer service experience
- Operate modern office equipment, including but not limited to computer, phone, and copy machine
- Strong problem-solving and organizational skills
- Attention to detail and ability to exceed quality standards
