Event Coordinator/Concierge

Grand Hyatt; Park City (UT); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Free room nights

Medical, dental and vision insurance

401K with company match

Free employee meals

Generous paid time off

Tuition reimbursement

Employee stock purchase plan

Discounted ski passes

Training and development

Job summary

Grand Hyatt Deer Valley is seeking an Event Coordinator/Concierge to assist Event Planners and the Sales team with administrative duties before, during, and after events. The role often involves on-site client service, billing support, and cross-department coordination to ensure flawless execution.

The position emphasizes organization, attention to detail, and exceptional communication with clients and internal teams.

Qualifications

• Highly organized, detail oriented.
• Analytically minded with strong communication skills.
• Excellent oral and written communication.

Responsibilities

• Events distribution SOP’s to Operating departments.
• Collect estimated balances for catering and group business via e-Sertifi as per hotel accounting payment SOP’s.
• Assisting with billing and reconciliation
• Assist with commission and rebate reporting and processing
• Collaborative Diagramming – assistance with the details of this application/creating function space diagrams
• Review no-shows from the previous night and make corrections as needed.
• Assist verifying and correcting Group guest’s folios.
• Preparing Breakfast coupons for groups for Banquets/F&B
• Ensure all Group functions are completed in an accurate and timely fashion.
• Effectively communicate with internal and external customers.
• Book meetings and events for in-house event & manage Banquet Event Orders (BEO).
• Assist event managers with collateral (i.e. vouchers, signage, place cards, etc.)
• Send out VIP Amenity Requests
• Maintain timely and effective paper flow and communication within department and to other departments.
• Manage thank you letters for Group functions and distribute accordingly
• Organize in-house deliveries, amenities, welcome letters, transportation schedules, for group clients etc. as needed.
• Occasional evening and weekend work to meet customer needs
• Perform any other duties assigned
• Strong understanding of client programs and events
• Perform Meeting Room Inspections, Cleanliness and Maintenance walkthroughs
• Monitor Customer Personal and Practical Needs, anticipating their needs and making sure that they are satisfied throughout the entire day
• Immediate Response is Key (Respond within 5 minutes, resolve with 15 minutes)
• Provide added services to repeat customers who may have hinted to something previously.
• Provide feedback to other departments involved in planning and organizing the function
• Meet and Greet Site inspections and attend necessary hotel planning meetings
• Service Recovery (turn a negative experience into a positive experience before the guest departs the hotel)

Skills

Organizational skills

Communication skills

Customer service

e-Sertifi

Tools

e-Sertifi

Job description

The Organization- Grand Hyatt Deer Valley The Grand Hyatt Deer Valley Hotel is in the famed Deer Valley ski resort and approximately 40 minutes from the Salt Lake City International Airport. The Grand Hyatt Deer Valley Hotel is part of a new development, planned to incorporate 17 ski lifts, ±1,600 residential units, 8 hotels with a total of ±1,350 rooms, ±250,000 square feet of conference and retail space, and one of the largest 'ski beaches' in the world. The Grand Hyatt is comprised of 436 luxury accommodations including 381 guest rooms and 55 residential units with approximately 30,000 square feet of versatile indoor meeting space, lobby level 3-meal restaurant and bar, signature bar, pool/après ski bar and grill, coffee bistro, large outdoor event terrace, pool and 3 whirlpools, kids club, and fitness area. Hyatt is a place where high expectations aren't just met-they're exceeded. It's a place of outstanding rewards, where talent opens doors to exciting challenges in the hospitality industry. It's a place where career opportunities are as unlimited as your imagination. Discover your place to shine in our warm, respectful, and inclusive culture. The dual role of Event Coordinator/Concierge will assist Event Planners and Event Sales team with administrative duties pre-, during and post- event, including but not limited to clerical, account management, on-site client service and client follow up. During peak business times, the Event Coordinator/Concierge will spend most of the day on the floor assisting our clients on-site needs. All other times, Event Coordinator/Concierge is responsible for supporting the event team members of the hotel administratively, and for delivering outstanding customer service with all customer interactions. Highly organized, detail oriented, analytically minded, good oral and written communication skills are of utmost importance. If you are a team player and looking for advancement in Events, Sales and/or catering, this position is a great start start to a fulfilling events career with Hyatt.

Event Coordinator Roles and Responsibilities include, but not limited to:

• Events distribution SOP’s to Operating departments.
• Collect estimated balances for catering and group business via e-Sertifi as per hotel accounting payment SOP’s.
• Assisting with billing and reconciliation
• Assist with commission and rebate reporting and processing
• Collaborative Diagramming – assistance with the details of this application/creating function space diagrams
• Review no-shows from the previous night and make corrections as needed.
• Assist verifying and correcting Group guest’s folios.
• Preparing Breakfast coupons for groups for Banquets/F&B
• Ensure all Group functions are completed in an accurate and timely fashion.
• Effectively communicate with internal and external customers.
• Book meetings and events for in-house event & manage Banquet Event Orders (BEO) .
• Assist event managers with collateral (i.e. vouchers, signage, place cards, etc.)
• Send out VIP Amenity Requests
• Maintain timely and effective paper flow and communication within department and to other departments.
• Manage thank you letters for Group functions and distribute accordingly
• Organize in-house deliveries, amenities, welcome letters, transportation schedules, for group clients etc. as needed.
• Occasional evening and weekend work to meet customer needs
• Perform any other duties assigned

Meeting Concierge Roles and Responsibilities include, but not limited to:

• Strong understanding of client programs and events
• Perform Meeting Room Inspections, Cleanliness and Maintenance walkthroughs
• Monitor Customer Personal and Practical Needs, anticipating their needs and making sure that they are satisfied throughout the entire day
• Immediate Response is Key (Respond within 5 minutes, resolve with 15 minutes)
• Provide added services to repeat customers who may have hinted to something previously.
• Provide feedback to other departments involved in planning and organizing the function
• Meet and Greet Site inspections and attend necessary hotel planning meetings
• Service Recovery (turn a negative experience into a positive experience before the guest departs the hotel)

Hyatt is a place where high expectations aren't just met-they're exceeded. It's a place of outstanding rewards, where talent opens doors to exciting challenges in the hospitality industry. It's a place where career opportunities are as unlimited as your imagination. Discover your place to shine in our warm, respectful, and inclusive culture.

Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards. Whether it's career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.

Why Work at Hyatt?

• Free room Nights, Discounted and friends & Family room rates*
• Medical, Dental and vision insurance with only 30-day waiting period*!
• 401K with company Match*
• Free employee meal during shift
• Generous paid time off*
• Tuition reimbursement*
• Employee stock purchase plan*
• Discounted Ski Passes*
• Excellent training, professional development and more
• Applicable for FT Year Around Positions

Please note: We are not able to provide sponsorship for work authorization or visa sponsorship for this position.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status