Events Coordinator - Firmdale Hotels : Job Details

JOB TITLE: Events Coordinator DEPARTMENT: Event Sales RESPONSIBLE TO: Head of Event Sales 1. Primary Role The Events Coordinator is responsible for providing support to the Events Managers and HOD in managing the selling and detailing of events, across all segments. 2. Essential Functions The Events Coordinator will consistently demonstrate Firmdale Core Values - Attention to Detail, Enthusiasm, Passion, Relationships and Resilience - while executing primary duties including but not limited to the following essential functions:

• The focus of the role will be to receive and communicate inquiries, maintain departmental systems, and detail meeting spaces, food & beverage and special concessions and assist with administration of the department
• Field initial inquiries, providing preliminary information to clients via email or phone, and qualifying leads across segments
• Organize details and accurately compile Banquet Event Orders
• Generate daily, weekly and monthly reports and distributing to team as appropriate
• Assists with preparing sales proposals and contracts as needed, occasionally communicating with clients on Manager's or HOD's behalf
• Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to accurately reflect the details of each confirmed booking.
• Produce and send receipts and invoices to clients for deposits and final billing.
• Distribute BEOs for group and affiliates 6-12 days prior to events
• Participate in site visits and planning meetings for upcoming events as needed
• Assist managers in scheduling appointments, and coordinating rentals and specialty items for events as required

• Format and print menus and place cards as specified in the BEOs • Prepare floor plans, seating charts, and setup layouts for all event spaces • Collaborate with the operations team to record and file monthly inventory counts for event equipment • Monitor and track client booking patterns and trends 3. Required Education/Experience:

• 2+ years of experience in customer service, ideally in a luxury hotel environment.
• A BA/ BS degree in hospitality, business a related field or a career path of internal growth in hospitality.
• Proven success in managing an outstanding product and guest experiences.

4. Required Knowledge/Skills

• Exceptional interpersonal skills for positive and effective communication with a diverse population including complaint resolution
• Excellent verbal and written communication skills
• Extremely organized and efficient in planning, prioritizing and executing a complex workload
• Must be flexible to adapt to changing business needs and/or ad hoc projects
• Must be adept at multi-tasking and managing multiple priorities in a fast-paced environment
• Proficient in all Microsoft Office applications, Opera and SalesForce
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis

5. Physical Requirements

• Ability to research, read, review, enter and retrieve information from computer and hard copies.
• Speak, read, write and understand the primary language(s) used in the workplace.
• Prolonged standing, walking and bending in addition to sitting in front of a computer.
• Regular communications in person, writing and by telephone.
• Perform work, and be present, on Hotel premises to ensure satisfaction of clients considering an event and those already booked.