Event Coordinator

Talentify; White Sulphur Springs (WV); On-site; USD 38,000 - 52,000; Full time

Job summary

Talentify is seeking an Event Coordinator in White Sulphur Springs, West Virginia to manage daily events, coordinate production/exhibitor setup and tear down for in-house group business, and act as liaison to all hotel operations.

The role requires strong communication, organization, and familiarity with event software. Hours vary and weekends/holidays are possible; reports to Senior Event Services Manager.

Qualifications

• Possession of excellent communication skills, written and oral.
• Must be able to adapt to Opera, Knowcross, Concepts, Outlook, Social Tables, Safe Locks and Open Tables to aid in performing daily tasks.
• Extremely organized and able to manage logistics of multiple events simultaneously with tact and professionalism.
• High School Diploma or G.E.D.
• Some College or Hospitality Experience preferred.
• Computer skills at the Intermediate Level.

Responsibilities

• Show an approachable attitude and be a role model for our brand.
• Foster team relationships and maintain vendor relationships.
• Serve as liaison between Client, Event Services Manager and other departments.
• Maintain confidentiality of events and guest details.
• Use Opera for generating Banquet Event Orders, Change Logs, and Daily Event Lists.
• Review group resumes/diagrams/BEOs and coordinate with Event Services Manager.
• Coordinate on-site program with operations departments to ensure delivery of hotel products and services.
• Survey meeting and banquet space for accuracy per BEO/Diagrams.
• Resolve potential room set issues to meet client expectations.
• Advise client on event status and coordinate changes as needed.
• Communicate changes to Event Service Manager and Team.
• Plan and execute Golf Groups as applicable.
• Attend staff meetings and share ideas to improve offerings.

Skills

Communication

Organization

Opera knowledge

Outlook

Computer skills

Education

High School Diploma or GED

Some college/hospitality experience

Tools

Opera

Knowcross

Concepts

Outlook

Social Tables

Safe Locks

Open Tables

Job description

Position: Event Coordinator

Department: Event Services

Position Description: This position will manage all aspects of daily events, along with coordination of production and/or exhibitor setup, tear down and departure for in-house group business. To also serve as the meeting planner’s advocate and liaison to all operational departments at Hotel.

Event Coordinator Duties and Responsibilities:

• Show an approachable attitude and the ability to be a role model serving as a positive voice of our brand.
• Foster exceptional team member relationships and maintain working relationships with vendors or contracted associates.
• Serve as the liaison between the Client, Event Services Manager and other related operational departments at Hotel.
• Maintain confidentiality of all events, guests, and conference detailed information.
• Utilize Opera software for generation of necessary documents to include Banquet Event Orders, Change Logs, and Daily Event Lists.
• Develop and maintain program knowledge by reviewing Group Resumes, Diagrams and Banquet Event Orders prior to group arrival. Meet with Event Services Manager to ensure issues or hot buttons for program have been identified, resolved, and an action plan is in place.
• Coordinate and manage entire on-site program with required operational departments to ensure on-site delivery of hotel products and services according to group plans detailed in Resume, Diagrams and Banquet Event Orders. These items include but not limited to: directing set-up; problem solving; welcoming guests; communicating with team members to ensure that specifications are correct and in order; assisting vendor set up; and overseeing the teardown process.
• Surveying meeting and banquet space for accuracy detailed in Banquet Event Orders (BEO) and Diagrams.
• Proactively resolve potential meeting or banquet room set issues by using available resources to meet client requests. Ensure that room requirements such as lighting, temperature, a/v equipment and room set meet client expectations.
• Advise client on current status of events and functions, including items pending and action items. Coordinate any changes necessary.
• Communicate changes that may arise while groups are on property with the Event Service Manager and Event Coordinator Team.
• Planning and execution of Golf Groups, dependent on candidate’s experience.
• Attend and participate in staff meetings as required.
• Communicate aspects that may better our venues offerings and processes for special events.
• Perform other duties as assigned

Event Coordinator Requirements:

• Possession of excellent communication skills, written and oral
• Must be able to adapt to use Opera, Knowcross, Concepts, Outlook, Social Tables, Safe Locks and Open Tables to aid in performing daily tasks.
• Extremely organized and able to manage logistics of multiple events simultaneously with tact and professionalism.
• High School Diploma or G.E.D.
• Some College or Hospitality Experience preferred
• Computer skills at the Intermediate Level

Work Hours and Postures:

• Days and hours may vary based solely on the nature of the business demand, and will include weekends and holidays.
• Postures include: Sitting, Bending, Stooping, Arm/Hand Movement/ Distant Walking – all are continuous up to 9 hours in a 9-hour shift.

Reports To:

• Senior Event Services Manager