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Private Event Planner

3 months ago

San Francisco, California, United States Hudson Pacific Properties Full time

Private Event Planner - San Francisco San Francisco, California Role Description At Hudson Pacific Properties, we develop, own, and operate iconic office and retail properties on the West Coast, and we're seeking an experienced **Private Event Planner** to join our San Francisco team. The Private Event Planner will lead venue rental sales and onsite venue management at prominent Hudson Pacific Property assets such as the San Francisco Ferry Building.

What Youll Do :

Event Sales and Onsite Management 70%

Lead inbound and outbound event sales, tours, and onsite event rental coordination at prominent assets such as the historic San Francisco Ferry Building with support from the Events Manager

Generate proposals and contracts, create event orders, and event reports

Create accurate and detailed event timelines and diagrams

Maintain excellent relationships with all stakeholders including the property management team, clients, planners, and caterers

Generate up-to-date event booking reports and weekly sales summaries

Maintain private events budget and ensure annual sales targets are met

Communicate with clients and vendors in a timely manner

Work with accounting and property management to process and track client billings

Implement and update venue policies and procedures

Schedule and host walkthroughs with clients, planners, caterers, AV, and lighting professionals

Schedule custodial, security, and engineering for events

Maintain calendar of private events including holds and cancellations

Work closely with the property management team to follow best practices in maintaining the historic building and ensure smooth operations

Work with planners and vendors to ensure venue rules and regulations are followed

Maintain private event page on the website and submit updates to the developer

Submit letters of approval to city agencies such as SFDPH, SFFD, ABC, BCDC, Port, etc. when necessary

Interact with all levels of staff and management and attend in-house meetings as needed

With the support of the Senior Event Manager, update the event mapping software

Keep detailed events equipment inventory records

Stay up to date on market trends and maintain industry relationships

Administrative 20%

Track event sales and revenue

Maintain budget spreadsheet

Support private event contracting process

Collect, process, and track vendor COIs

Process event security deposits

Send event reports and reminders to office management, engineering, custodial, security, and tenants

Other 10%

Thought partner for events and marketing

Occasional onsite photography of events

Assist in planning and execution of bi-annual industry open house

Other duties as assigned

What Youll Need :

Minimum of four years related work experience in events, hospitality, and sales

4-year degree from accredited college or university preferred

Flexible scheduling availability able to work nights and weekends as the position requires

Able to communicate with clients in a friendly and positive manner to solicit business, meet client needs and resolve complaints

Expert time management and organizational skills

Able to work independently, must be a self-starter

Able to read, listen and communicate effectively in English, both verbally and in writing

Proficiencies in Spanish and Mandarin are a plus but not required

Strong skills in all Microsoft Office applications, especially Microsoft Word, Excel, and Outlook

Strong attention to detail

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public

Ability to access, understand, and accurately input information using a moderately complex computer system

Ability to calculate figures and amounts such as discounts, percentages, and sales volume.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals

Ability to write routine Sales Reports and business correspondence

Hudson Pacific Properties (NYSE:HPP) is a visionary real estate investment trust that owns and operates more than 19 million square feet of marquee office and studio properties. Focused on premier West Coast epicenters of innovation, media, and technology, its anchor tenants include Fortune 500 and leading growth companies such as Netflix, Google, Square, Uber, NFL Enterprises, and more.