Meeting & Events Coordinator

Montage International; Park City (UT); On-site; USD 45,000 - 60,000; Full time

Job summary

Montage International’s Pendry Park City is seeking a Meeting & Events Coordinator to support the Department by providing strategic administrative support to the Director and Manager. This role will contribute to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values.

You will handle inquiries, schedule events, prepare contracts and BEOs, assist with site inspections, and maintain open communication between

Qualifications

• High school or equivalent education required.
• Minimum 1 year of Banquet service experience, Events service experience, Conference Services or Sales administrative experience.
• Minimum 2-3 years of customer service experience in a hotel, events or restaurant environment.
• Luxury hotel experience strongly preferred.
• Bachelor’s Degree.
• Delphi experience.
• Opera experience.
• Passkey experience/Previous Reservations or Group Coordinator experience.
• Possess basic math skills and have the ability to accurately handle money and operate a point-of-sale system.
• Ability to communicate clearly and speak, read, write and understand English eloquently.

Responsibilities

• Create a welcoming environment for guests and associates.
• Receive initial inquiries, provide preliminary conference services information, forward qualified leads to manager for appointments or follow-up.
• Answer questions and concerns; follow through either to resolution or refer to the appropriate manager.
• Assist managers in scheduling appointments, meetings and coordinating rentals and specialty items for events as required.
• Conducts client site inspections and potential client entertainment.
• Create and assist with all Internal booking reports and BEO distribution.
• Produce & distribute as directed contracts, BEO, resumes & related Catering and Conference Services paperwork, menus and correspondence.
• Assist in processing all incoming reservations received via rooming lists, mailed or in-house correspondence, Hotel Reservation Form, or facsimiles.
• Identify, block and process staff and VIP lists with each group, as directed by the Reservations Manager.
• Review rooming lists for accuracy in format and billing and ensure prompt processing.
• Consistently meet Department Standards.
• Accurately complete all details.
• Send confirmation and literature requests to clients and answer all reservations and communications.
• Adhere to Department Standards, using the guest’s name when provided or displayed, and an established script.
• Be well-informed in order to accurately answer guests’ questions about the resort.
• Attend preconvention meetings as required, be prompt and prepared.
• Develop good working relations with meeting planners to ensure their requests and needs are being met in a timely manner.
• Communicate and work closely with Catering/Conference Services and Sales Managers throughout the group’s program to ensure success.
• Maintain open communication channels between the Reservations and Communications team, and Catering/Conference Services team, passing along pertinent information in a timely manner.
• Responsible for handling administrative duties as assigned.

Skills

Customer service

English proficiency

Education

Bachelor’s Degree

High school or equivalent education

Tools

Delphi

Opera

Passkey

Reservations system

Job description

Live Your Passion. Add Your Magic. At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application. We welcome applicants with disabilities and provide reasonable accommodations as needed to our applicants. Please discuss with our hiring managers during our selection processes.

Pendry Park City is the ideal base for outdoor adventures in every season. Our prime ski-in/ski-out location offers 7,300 acres of exceptional terrain paired with all of the services of a luxury resort, including ski valet, Spa Pendry, fine dining and a rooftop bar and pool. During the warmer months, hiking, mountain biking, and outdoor concerts are equally enticing endeavors. A modernist take on a traditional alpine lodge, the resort will feature 152 guestrooms and suites, along with fully serviced Pendry Residences Park City ranging in size from studios to four-bedroom homes. In the true tradition of Pendry, impeccable service-at-the-ready awaits you, making every aspect of your stay a pleasure.

Meeting & Events Coordinator

SUMMARY

The Meeting & Events Coordinator will provide support to the Meeting & Events Department by giving strategic administrative support to the Director and Manager. This role will contribute to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values.

ESSENTIAL FUNCTIONS

• Create a welcoming environment for guests and associates.
• Receive initial inquiries, provide preliminary conference services information, forward qualified leads to manager for appointments or follow-up.
• Answer questions and concerns; follow through either to resolution or refer to the appropriate manager.
• Assist managers in scheduling appointments, meetings and coordinating rentals and specialty items for events as required.
• Conducts client site inspections and potential client entertainment.
• Create and assist with all Internal booking reports and BEO distribution.
• Produce & distribute as directed contracts, BEO, resumes & related Catering and Conference Services paperwork, menus and correspondence.
• Assist in processing all incoming reservations received via rooming lists, mailed or in-house correspondence, Hotel Reservation Form, or facsimiles.
• Identify, block and process staff and VIP lists with each group, as directed by the Reservations Manager.
• Review rooming lists for accuracy in format and billing and ensure prompt processing.
• Consistently meet Department Standards.
• Accurately complete all details.
• Send confirmation and literature requests to clients and answer all reservations and communications.
• Adhere to Department Standards, using the guest’s name when provided or displayed, and an established script.
• Be well-informed in order to accurately answer guests’ questions about the resort.
• Attend preconvention meetings as required, be prompt and prepared.
• Develop good working relations with meeting planners to ensure their requests and needs are being met in a timely manner.
• Communicate and work closely with Catering/Conference Services and Sales Managers throughout the group’s program to ensure success.
• Maintain open communication channels between the Reservations and Communications team, and Catering/Conference Services team, passing along pertinent information in a timely manner.
• Responsible for handling administrative duties as assigned.

QUALIFICATIONS

• High school or equivalent education required
• Minimum of 1 year of Banquet service experience, Events service experience, Conference Services or Sales administrative experience
• Minimum 2 -3 years of customer service experience in a hotel, events or restaurant environment
• Luxury hotel experience strongly preferred
• Bachelor’s Degree
• Delphi experience
• Opera experience
• Passkey experiencePrevious Reservations or Group Coordinator experience
• Possess basic math skills and have the ability to accurately handle money and operate a point-of-sale system
• Ability to communicate clearly and speak, read, write and understand English eloquently

PHYSICAL REQUIREMENTS

Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems. Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks. Must be able to exert well-paced ability in limited space. Must be able to lift up to 15 lbs. on a regular and continuing basis. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees. Vision occurs continuously with the most common visual functions being those of near vision and depth perception. Requires manual dexterity to use and operate all necessary equipment. Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed. In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

ABOUT US

At Montage Hotels & Resorts and Pendry Hotels, we’re committed to delivering extraordinary, personalized and authentic experiences. How we get there is by empowering our associates to think creatively. Grow their talents. Encourage them to have fun. And allow them to follow their passion in creating moments guests will long remember. At Montage and Pendry, opportunities for career growth are bountiful, and training programs are open to those seeking advancement. We encourage all of our associates to continuously learn and grow. Working at Montage and Pendry is more than a job; it’s a way of life.