Sales & Marketing Events Coordinator

Rosewood Miramar Beach; Montecito (CA); On-site; USD 39,950 - 41,328; Full time

Job summary

Rosewood Miramar Beach is seeking a dedicated Events Coordinator to support and coordinate all aspects of the Event Sales and Services department. You will act as the primary contact for clients and internal teams, ensuring flawless execution of each event from pre- to post-event and aligning with Forbes Five Star standards.

Ideal candidates bring 1–2 years in luxury hospitality, strong MS Office skills, and a passion for superior guest service.

Qualifications

• High school diploma required; two years of college recommended.
• 1–2 years’ operational or administrative experience in luxury/hospitality preferred.
• Strong MS Office skills (Word, Excel, PowerPoint) and computer literacy.
• Able to manage multiple tasks with attention to detail and deadlines.
• Excellent communication and guest-service orientation.

Responsibilities

• Support and coordinate all functions of the Event Sales and Services department.
• Serve as main communication touchpoint for internal and external customers.
• Assist Director Catering and Conference Services and Events leadership.
• Prepare and participate in pre-event, event, and post-event activities (BEOs, planning calls, etc.).
• Draft proposals and correspondence; manage bookings and invoices as needed.
• Generate reports and maintain knowledge of event spaces and setups.

Skills

Attention to detail

Organizational skills

Problem solving

Teamwork

Self-motivation

Confidentiality

Microsoft Office

Education

High school diploma

Two years college

Tools

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.