Events Coordinator – Luxury Hotel Meetings & Onsite Support

Chuan Spa; United States; On-site; USD 42,000 - 45,000; Full time

Job summary

The Langham Hospitality Group is seeking an Events Coordinator in the Conference Services department to provide secretarial and clerical support to the Events Managers, ensuring smooth service for hotel clients and event operations.

Responsibilities include coordinating pre-conferences, creating and amending turnover files, assisting with banquet event orders, managing communications, site inspections, and acting as on-site contact for events while upholding hotel policies and maintaining

Qualifications

• High school diploma required.
• Previous luxury hotel experience preferred.
• 1-2 years experience in an administrator position preferred.
• 1-2 years experience in a Food & Beverage or Catering environment preferred.

Responsibilities

• Create and amend all turnover files (physical and digital).
• Coordinate, setup and attend Pre-Cons with name tents, pickup report, resumes, BEOs.
• Assist Events Managers in identifying available space and coordinating conference agenda and banquet event orders.
• Promptly and politely answers incoming phone lines by the 3rd ring in a clear and pleasant manner. Responds to caller inquiries, exercises decision making skills to direct caller requests and accurately transfers calls or records messages for the staff and distributes written messages to the staff member's office in a timely manner.
• Works with all departments to coordinate any special needs/request of clients including site inspections.
• Oversee the room block only groups as needed.
• Accurately, and in a timely manner, completes typing of dictation and handwritten materials such as but not limited to thank you letters, amenity cards, introduction letters for new groups, prepare menus for clients, assist with resume updates, Banquet Event Orders (BEO), etc. as requested by assigned Events Manager(s).
• Pick up and review banquet checks on a daily basis.
• Accurately completes distribution of BEO's, 12 day report, in-house reader board, change log, site sheets and on a daily basis using the correct office procedure
• Assist Events Managers in greeting the group contact upon arrival and go over last minute details.
• Act as on-site contact for in-house event.
• On a daily basis, completes photocopying, files and filing as required to maintain up-to-date files and outgoing mail in accordance with internal audit procedures.
• Assist Events Managers with attending client meetings and entertainment as needed.
• Support other departments when necessary.
• Completes and processes various forms such as check requests, registration form, purchase orders, etc. as required.
• Attends the department's monthlyEvents Meetings as well as participates in other committee/ project groups as assigned.
• Participates in a rotating work schedule for late night office coverage based on business demands.
• Maintains an appropriate personal appearance based on dress code standards set by the hotel and the department.
• Adheres to all hotel policies and procedures in the performance of duties.
• Maintains an orderly, safe, and efficient work area.
• Completes other projects and duties as assigned.
• Reports to work as scheduled and on time. On time means in proper uniform and at appropriate work location ready to begin work.
• Notifies Events Managers or Assistant Director of Catering and Event Sales in advance when unable to report to work or if going to be late.
• Obtains prior permission from the Events Managers or Assistant Director of Catering and Event Sales for planned absences such as vacation days.
• Delphi updates / maintenance of menu items and pricing.

Skills

Excellent telephone skills

Microsoft Office

Delphi

Social Tables

English language

Flexible schedule

Education

High school diploma

Tools

Delphi

Social Tables

Property Management System

Job description

The Langham Hospitality Group is seeking an Events Coordinator in the Conference Services department to provide secretarial and clerical support to the Events Managers, ensuring smooth service for hotel clients and event operations.

Responsibilities include coordinating pre-conferences, creating and amending turnover files, assisting with banquet event orders, managing communications, site inspections, and acting as on-site contact for events while upholding hotel policies and maintaining