Meetings & Events Coordinator

Montage International; Healdsburg (CA); Vor Ort; USD 39.000 - 55.000; Vollzeit

Zusammenfassung

Montage International in Healdsburg, CA is seeking an Events Coordinator to support the Meetings & Events team with a wide range of admin tasks and to help plan corporate conferences, incentive programs, social events and weddings. You will manage BEOs, attend meetings, assist with updates, forecast staffing, coordinate with Sales, and liaise with departments to ensure smooth operations across available spaces.

Proficiency in MS Office and hospitality software is preferred.

Qualifikationen

• High School Diploma or equivalent is required; Bachelor’s Degree preferred.
• Strong customer service skills.
• Intermediate skills with Microsoft Office (Word, Excel, PowerPoint, Outlook); Opera and Delphi Amadeus preferred.
• Excellent verbal and written communication skills.
• Knowledge of hotel food and beverage operations preferred.

Aufgaben

• Manage and update Banquet Event Order Book with daily revisions and distributions from Meetings & Events Managers.
• Attend daily Banquet Event Order Meeting and confirm accuracy of Banquet Event Order Book with Event Management System.
• Support Meetings & Events Managers by assisting with Banquet Event Order Updates, Resume Edits, and Bill Review.
• Organize and set up Pre-Conference meetings for large programs, as directed by Meetings & Events Managers.
• Perform Daily revenue audits, to ensure Banquet Event Revenue is properly captured and reported.
• Provide daily, weekly, and monthly resort-wide updates from the Meetings & Events Department, including Banquet Event Order distribution, Daily Event distribution, Private Dining Outlet reports, Resume distribution, 10-Day Event Distribution, staffing reporting and Deposit tracking.
• Assist in departmental auditing by building and running reports in Delphi Amadeus.
• Act as a liaison between Sales Department and Meetings & Events Department, by compiling Sales Turnover Notes into files.
• Manage external vendor communication, including placing rental orders, overseeing rental load-in and load-out, and invoice processing for vendors.
• Assist in ensuring accurate forecasting and staffing by running daily, weekly, monthly, quarterly, and annual reports.
• Provide enthusiastic lateral assistance to operating departments as requested.
• Provide clear expectations for internal processes by developing and revising Standard Operating Procedures.
• Design and print dinner menus, wedding tasting menus, name cards, and other printed collateral.
• Collaborate with People Department to plan in-house meetings and events.
• Reviewing meeting and event space availability for all in-house meeting requests.
• Facilitate Amenity Deliveries for VIP guests in collaboration with the in-room dining department.
• Provide office support by answering phone calls, copying documents, and responding to email and phone messages
• Receive initial inquiries for Private Dining & Meetings in Hazel Hill & Scout Field Bar for large party reservations (8 or more)
• Produce & distribute Private Dining contracts, OEO, menus, correspondence and any special requests
• Upsell parties on various offerings to increase spend per guest – this can include food offerings, beverage offerings, meeting space and miscellaneous items (floral, décor, etc.)

Kenntnisse

Customer service

Verbal communication

Written communication

MS Office

Ausbildung

High School Diploma

Bachelor’s degree

Tools

Opera

Delphi Amadeus

Jobbeschreibung

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. We welcome applicants with disabilities and provide reasonable accommodations as needed to our applicants. Please discuss with our hiring managers during our selection processes.

The Events Coordinator provides support to the entire department with a wide variety of administrative functions. They are an essential member of the team, assisting the Meetings & Events leaders with planning all aspects of events and providing operational departments with information necessary to ensure the success of corporate conferences, incentive programs, social events, and weddings.

ESSENTIAL FUNCTIONS

• Manage and update Banquet Event Order Book with daily revisions and distributions from Meetings & Events Managers
• Attend daily Banquet Event Order Meeting and confirm accuracy of Banquet Event Order Book with Event Management System
• Support Meetings & Events Managers by assisting with Banquet Event Order Updates, Resume Edits, and Bill Review
• Organize and set up Pre-Conference meetings for large programs, as directed by Meetings & Events Managers
• Perform Daily revenue audits, to ensure Banquet Event Revenue is properly captured and reported
• Provide daily, weekly, and monthly resort-wide updates from the Meetings & Events Department, including Banquet Event Order distribution, Daily Event distribution, Private Dining Outlet reports, Resume distribution, 10-Day Event Distribution, staffing reporting and Deposit tracking
• Assist in departmental auditing by building and running reports in Delphi Amadeus
• Act as a liaison between Sales Department and Meetings & Events Department, by compiling Sales Turnover Notes into files
• Manage external vendor communication, including placing rental orders, overseeing rental load-in and load-out, and invoice processing for vendors
• Assist in ensuring accurate forecasting and staffing by running daily, weekly, monthly, quarterly, and annual reports
• Provide enthusiastic lateral assistance to operating departments as requested
• Provide clear expectations for internal processes by developing and revising Standard Operating Procedures
• Design and print dinner menus, wedding tasting menus, name cards, and other printed collateral
• Collaborate with People Department to plan in-house meetings and events
• Reviewing meeting and event space availability for all in-house meeting requests
• Facilitate Amenity Deliveries for VIP guests in collaboration with the in-room dining department
• Provide office support by answering phone calls, copying documents, and responding to email and phone messages
• Receive initial inquiries for Private Dining & Meetings in Hazel Hill & Scout Field Bar for large party reservations (8 or more)
• Produce & distribute Private Dining contracts, OEO, menus, correspondence and any special requests
• Upsell parties on various offerings to increase spend per guest – this can include food offerings, beverage offerings, meeting space and miscellaneous items (floral, décor, etc.)

QUALIFICATIONS

• High School Diploma or equivalent is required, Bachelor’s Degree preferred
• Strong customer service skills
• Must have intermediate skills with Microsoft Office products; Word, Excel, PowerPoint, and Outlook, Opera and Delphi Amadeus preferred
• Excellent verbal and written communication skills required
• Knowledge of hotel food and beverage operations preferred

PHYSICAL REQUIREMENTS

Position requires exerting well-paced mobility as well as the ability to maneuver between functions occurring simultaneously. Must be able to bend, stoop, squat and stretch to fulfill tasks. Must be able to lift up to 15-40 lbs. on a regular and continuing basis. Requires manual dexterity, grasping, writing, standing, sitting, walking, repetitive motions, bending, and climbing

The pay scale* for this position is $34.02. *The pay scale is the base salary or hourly wage range, exclusive of incentive pay such as commissions, piece rates, gratuities, and the like, that Montage reasonably expects to pay for the position.

In the United States we are proud to be an EEO employer M/F/D/V.

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.