S&M - Events Coordinator

Rosewood Hotel Group; United States; On-site; USD 39,950 - 41,328; Full time

Job summary

Rosewood Miramar Beach is seeking an exceptional Events Coordinator to support and coordinate all aspects of the Event Sales and Services department. You will serve as the primary communication touchpoint for internal and external clients and assist the Director Catering and Conference Services.

Responsibilities include preparing resumes, BEOs, planning calls, pre- and post-event coordination, and ensuring accurate payment and billing arrangements while upholding Forbes Five Star standards at

Qualifications

• High school diploma required; minimum two years of college.
• Preferred 1-2 years of operational or administrative experience in a luxury hotel/resort.
• Experience in Sales, Marketing, Catering or Conference Services preferred.
• Ability to maintain confidentiality of guest information.

Responsibilities

• Coordinate and support all event sales and services functions.
• Serve as the main communication touchpoint for internal and external customers.
• Prepare resumes, BEOs, planning calls, pre-cons and internal communication.
• Ensure payment and billing arrangements are accurate.
• Generate and distribute required event reports.

Skills

Attention to detail

Organization

Calm under pressure

Team player

Good judgment

Excellent communication

Education

High school diploma; 2 years of college

Tools

Sales Force (Delphi.dfc)

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

We believe that life is made of many journeys: inspiration, wonderment, curiosity, or the simple joy of discovering something new every day. If you share the same sentiment, then this opportunity is for you.

Rosewood Miramar Beach, a Rosewood Hotel, is looking for an exceptional and multi-talented Events Coordinator. The Events Coordinator is esponsible for the support and coordination of and seamless execution of all aspects and functions of the Rosewood Miramar Beach Event Sales and Services department. Acts as the lead communication touch point for both internal and external customers. Also serves as a support function for the Director Catering and Conference Services and the Event Sales and Services leadership team. In all aspects and functions related to programs booked (pre-event/arrival, throughout event/arrival, and post event/departure) in accordance with Rosewood and Forbes’ Five Star standards.

Essential Duties and Responsibilities:

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Ensure that standards are maintained at the highest level of excellence on a daily basis.
• Maintain knowledge of and communicate clients’ requirements for contracted events, including:
  • Nature of Event.
  • VIP’s and On Site Contact.
  • Transportation
  • Special Requests
  • Schedule of Events
  • Prepare, attend and contribute as needed: resumes, BEO’s, planning calls, pre-cons and internal communication
  • Payment/Billing arrangements
  • Contribute to the overall financial success of the Sales, Marketing and Events department.
• Anticipate guests' and clients’ needs, respond promptly.
• Promote positive guest relations at all times. Work with all departments communicating and servicing events prior to and during.
• Be familiar with all hotel services/features and local attractions/activities to respond accurately to client and guest inquiries
• Generate and distribute required reports daily, weekly, monthly and as needed
• Participate in all department and hotel meetings as required.
• Be able to conduct site tours of the property as needed
• Dress in a professional manner that complies with the Rosewood dress code.
• Perform all administrative duties in a tidy, organized manner.
• Draft and execute correspondence, proposals, presentations and via Microsoft Outlook, Word, Excel, and PowerPoint.
• Answer all sales and event sales telephone inquiries in a pleasant, courteous and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager.
• Use Sales Force (Delphi.dfc) to create/update accounts or contacts within an account, create new bookings, revise existing bookings, merge event sales contracts and adjust clauses as necessary.
• Submit purchase orders for department-related expenses as needed
• Check storage areas for proper supplies necessary to perform all daily tasks and order supplies on regular basis

Maintain knowledge of:

• Location of all hotel function space and names of each room/space.
• All styles of meeting and banquet room set-ups.
• All departmental/hotel policies and procedures.

Required Skills:

• Must be able to perform job functions with attention to detail, speed and accuracy prioritization, organization and follow-up
• Be a clear thinker, remaining calm and resolving problems while using good judgment
• Follow directions thoroughly
• Understand clients’, guests’ and department managers’ needs.
• Ability to work cohesively with co-workers as part of a team
• Ability to work with minimal supervision
• Must be able to maintain confidentiality of guest information and pertinent hotel data.
• Must possess computer skills for MS Word, MS Excel, and PowerPoint and various related programs.

Qualifications:

High school diploma required, and minimum two (2) years of college.

Experience:

• Preferred 1-2 years’ operational or administrative experience for a luxury or ultra-luxury hotel/resort.
• Prefer work experience be in the Sales, Marketing, Catering or Conference Services area.

The pay scale for this position is between $29.00 and $30.00/hour. This is the pay range for this position that the Hotel reasonably expects to pay.