Event Service Coordinator

Description: The Event Service Coordinator is responsible for articulating and negotiating all details related to scheduled meetings/events requested at the hotel, including event specifications. The Coordinator will also assists the Director of Sales & Marketing, Convention Services Managers, and Sales Managers, in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling duties to small groups and functions. Requirements: Education & Experience College course work in related field helpful. • Experience in a hotel or a related field preferred. • High School diploma or equivalent required. Ability to type 55+ wpm Proficient with Microsoft operating Systems, OnQ and Delphi. Must be able to convey information and ideas clearly. Must be able to evaluate and select among alternative courses of action quickly and accurately. Must work well in stressful, high pressure situations. Must maintain composure and objectivity under pressure. Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary. Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust or modify to meet the constraints of the particular need. Must be effective at listening to, understanding, clarifying and resolving the concerns and issues raised by coworkers and guests. Must be able to work with and understand financial information and data, and basic arithmetic functions. Job Duties & Functions Approach all encounters with guests and Associates in an attentive, friendly, courteous and service-oriented manner. Maintain high standards of personal appearance and grooming. Answer phones; qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner. Maintain file system to ensure office is organized and efficient. Maintain Delphi. ensuring consistent, accurate and working properly. Assist managers on creative projects including proposals, invitations, special events, etc. Maintain timely and effective paper flow and communication within department and to other departments. • Work with Convention Services Manager, detailing upcoming functions as needed, obtain guarantees, confirm arrangements, etc. • Distribute BEO’s, Changes, Rooming Lists, Signed Contracts, Revisions, etc. to appropriate departments as it relates to meeting and groups. Assist guests and clients with small changes, requests, etc., and completes needed paperwork for Manager. Site inspections for the department as needed Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files. Monitor/Ordering of office supplies and sales collateral to ensure we are properly stocked at all times with full packets, collateral, supplies and promotional items. Call clients for guarantee numbers for functions 72 hours prior, creates/closes house accounts and complete AV order. Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed. Other items as they relate to the Sales and Marketing and Convention Services, as well as any other items as needed by entire management staff.