Event Manager

Westin San antonio north; San Antonio (TX); On-site; USD 42,000 - 66,000; Full time

Job summary

Westin San Antonio North is seeking an Event Manager to ensure flawless venue and meeting room setups and to welcome clients and introduce them to the banquet team. The role requires coordinating with Sales, catering staff, and vendors to deliver exceptional events at the hotel.

The position emphasizes accurate BEO documentation, upselling opportunities, and maintaining strong professional communications with guests and associates in a fast-paced hotel environment.

Qualifications

• One year catering or event management experience and/or previous hotel operations experience preferred.
• High school diploma or equivalent; College Degree (BS/BA) preferred or equivalent work experience.

Responsibilities

• Coordinate with Sales on inside sales for property with event space.
• Send catering collateral and menus; record activities in sales system; follow up with clients.
• Answer inquiries via phone, internet/website and leads for all event space.
• Coordinate with Maintenance for preventive maintenance in event space.
• Conduct weekly Banquet Event Order Meetings for BEO review.
• Work with F&B staff on customized menu options and upsell opportunities.
• Create and maintain a vendor list for ancillary services; review banquet checks for accuracy.
• Attend menu tastings and manage pre-con/post-con meetings; site inspections as needed.

Skills

High level communication

MS Outlook

MS Word

Excel

PowerPoint

Customer relationship software

Education

High school diploma or equivalent; BS/BA preferred

Tools

Delphi.fdc

STS

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Job description

Description

As Event Manager, responsible for checking venue and meeting room setups prior to an event’s start; responsible for attending events either in its entirety or by welcoming client and introducing to banquet captain.

PREREQUISITES

Company associates have access to guestrooms and property. As such, character traits of honesty and trustworthiness are essential to this position and must be displayed at all times. Per company policy, potential associates must pass appropriate security clearances.

• One year catering and/or event management experience and/or previous hotel operations experience preferred.
• High school diploma or equivalent; College Degree (BS/BA) preferred or equivalent work experience.

SUMMARY OF ESSENTIAL JOB FUNCTIONS

• Must be able to perform major life activities: Standing, lifting, bending, learning, reading, concentrating, thinking, and communicating.
• Must be able to push or pull 60 pounds unassisted and lift and/or carry 30 pounds unassisted.
• Must be able to see and hear.
• Must be able to speak and read English, the ability to communicate in another language may be helpful.

Requirements

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge:

• Food and Beverage costs and how to calculate
• Selling strategies for highest profit of product and services.
• Meeting room configurations and set ups for function space.
• Understanding of what competing hotels have to offer versus assigned hotel
• Entire property, staff, services, hours of operation, type of rooms, locations, rates, discounts.

Skills:

• High level communication skills; confidence interacting with associates and guests at various professional levels.
• Proficiency in Microsoft Outlook, Microsoft Word, Excel, PowerPoint. Experience working with customer relationship software like Delphi.fdc and/or STS preferred. Strong organizational and multi-tasking skills.
• Demonstrated interpersonal skills.

Abilities:

• Multi task, remain associate and guest service centric.
• Solve guest issues with professionalism while maintaining a hospitable attitude.
• Identify upsell opportunities to achieve financial performance goals for banquets and events.

SPECIFIC RESPONSIBILITIES

1. Coordinate with Sales team on inside sales for the property that have event space attached.
2. Responsible for sending catering collateral and menus, recording all activities in sales system and following up with potential clients.
3. Answer incoming inquiries via phone, internet/website and leads for all event space.
4. Coordinate with Maintenance Department for any preventive maintenance issues on event space.
5. Conduct weekly Banquet Event Order Meetings for BEO review with hotel staff.
6. Work with the Food & Beverage staff in the creation of customized menu options.
7. Create and maintain a preferred vendor list for all ancillary services as it relates to the venues and meeting space.
8. Review banquet checks for accuracy; post and reconcile all event charges.
9. Once group agreement has been returned, handle all the banquet and event detailing and attend menu tastings.
10. Conducts site inspections for event space and rooms as appropriate.
11. Serve as point of contact for all pre-con and post-con meetings.
12. Coordinate guest requests with operations personnel.
13. Generate Banquet Event Orders and diagrams for all upcoming events and assist in distribution to hotel staff. This also includes maintaining and reporting all changes to events.
14. Obtains function guarantees from customers per hotel’s SOP and ensures all deposits and payment requirements have been satisfied prior to a group’s arrival.
15. Daily hotel operations: check daily events, bulletin boards are up to date on changes, new procedures and events.
16. Other duties as assigned, that the associate is capable of performing.

WORKING CONDITIONS/SPECIAL REQUIREMENTS

• This position requires a physical presence at the hotel and is not conducive of telecommuting or remote work.
• Typical week consists of 30% event management, 70% group detailing/upselling.
• May be required to work any day/shift, including nights and weekends.
• The ability to drive on behalf of the company and maintaining a valid driver’s license is required.

POSITIONS FOR POSSIBLE ADVANCEMENT

• Sales Manager
• Senior Sales Manager
• Sales and Catering Manager
• Assistant General Manager

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.