Event Concierge

Omni Hotels & Resorts; Nashville (TN); On-site; USD 42,000 - 52,000; Full time

Job summary

Omni Nashville Hotel is seeking a Private Events/Marketing Coordinator in the Sales and Marketing department. You will assist guests with large events across Barlines, Bongo Java, Pool Deck and Kitchen Notes, manage social media channels, digital content, and promotions for lobby activations and in-house groups.

The role requires two years of similar experience, administrative skills, and a TABC certification.

Qualifications

• Two years of experience in a similar position preferred.
• Prior administrative experience required.
• Must be TABC certified.

Responsibilities

• Handle inquiries for large party and private events promptly.
• Coordinate private and group dining arrangements including menus and pricing.
• Distribute BEOs and agreements and communicate changes to managers.
• Prepare and distribute booking notices, contracts, and related correspondence.
• Maintain event files and ensure all information is organized and accessible.
• Support Marketing and Sales to generate new business and track events.

Skills

Hospitality

Organization

Event coordination

Marketing support

Microsoft Office

Google Workspace

OpenTable

InDesign

Photoshop

Illustrator

Tools

OpenTable

InDesign

Canva

Photoshop

Illustrator

Job description

Omni Nashville Hotel was specially created to be an authentic expression of Nashville's vibrant music culture. Across from the Music City Center, the luxury hotel is a one-of-a-kind experience, fully integrated with an expansion of the Country Music Hall of Fame and Museum on four levels. Located on Fifth Avenue between Demonbreun and Korean Veterans Blvd. The Omni Nashville Hotel design is a modern expression of the city's distinct character, incorporating natural materials, exposed steel and regional limestone. The multi-story hotel and expanded museum shares meeting and entertainment space and brings additional restaurants and retail venues to this dynamic destination in downtown Nashville.

The Omni Nashville Hotel's associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Omni Nashville may be your perfect match.

JOB DESCRIPTION

DEPARTMENT: Sales and Marketing

JOB TITLE: Private Events/Marketing Coordinator

JOB CODE: 6040 - Receptionist

REPORTS TO: Director of Sales & Marketing and Director of Catering

JOB PURPOSE:

To assist guests in a timely and professional manner with inquiries regarding large party and private events in Barlines, Bongo Java, Pool Deck and Kitchen Notes. Manage social media channels, digital, print, websites and assist with the promotion of lobby activations and hotel special events and in house groups.

ESSENTIAL JOB FUNCTIONS:

• * Handle all inquiries in a timely manner.
• * Ability to make private and group dining arrangements with the guest, to include the following: Menus, pricing, wine selection, room set-up, audio-visual requirements, and billing information.
• * Distribute BEOs, agreements, any last-minute changes, and all pertinent information in a timely manner.
• * Types and distributes all correspondence, including booking notices, letters, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
• * Assures all groups and private dining reservations are entered in OpenTable.
• * Maintains account files and ensures that all information is included in file, i.e. post-convention reports, letters, fax information, etc.
• * Work closely with Outlet Manager to get appropriate food and beverage minimums and availability for all private/group dining inquiries.
• * Work closely with Marketing and Sales to generate new business.
• * Remain in contact with the client prior to event to get final guarantees and method of payment prior to the function.
• * Track and report group/private dining sales.
• * Track repeat business, as well, creating an easy method to trace files to encourage repeat business.
• * Make outside sales calls to increase revenue for private dining room.
• * Create and process purchase orders.
• * Maintain employee files.
• * Order supplies as needed.
• * Performs other duties as assigned by management (assist in department training and paperwork as needed, book private parties and group buy-outs and assist with BEOs).
• * Perform all the functions of a Host as needed and warmly greet all of our guests.
• * Organizes and maintains current information for all Marketing, including setting up vendors, entering purchase orders.
• * Assists in the creation of on property collateral, signage, web updates, social media posts, public relations materials, and other administrative needs; utilizing InDesign and Canva as needed.
• * Coordinates marketing support with all other resort departments. Maintains current information and listings of all events on OH.com, Kitchen Notes and Barlines websites.
• * Visually proofs, proofreads and provides revised copy or corrections for all marketing materials both in print and digitally. Assist in digital audit process.
• * Assists with all Special Event activities as needed.

QUALIFICATIONS:

• * Two years of experience in a similar position preferred.
• * Prior administrative experience required.
• * Must be TABC certified.
• * Maintain a professional business appearance, attitude, and performance.
• * Must be able to work a flexible schedule including weekends and holidays.
• * Knowledge in In-Design, Photoshop and/or Illustrator required.
• * Has proficient knowledge and experience in Google Workstation, Outlook, Word, Excel, Power Point and is comfortable with both Mac and PC platforms.
• * A natural passion for hospitality, and creating memorable guest experiences
• * Strong organizational and time management skills with a preference for achieving goals and creating efficiencies
• * Flexible availability to work during peak hospitality seasons and/or hours such as nights, weekends, and holidays.

ENVIRONMENT & POSITION ANALYSIS:

• * Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• * Stand or walk for an extended period or for an entire work shift.
• * Requires repetitive motion of arms and hands.
• * May work both indoors and outdoors. Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

TOOLS & EQUIPMENT:

• * Desktop computer (MAC, Alice, Synergy, Microsoft Office, Kronos, Birchstreet, Micros terminals, Open Table), printer, telephone, copier, fax machine and push to talk radio dispatch.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:
EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.