Special Events Director

4 weeks ago

West Palm Beach, Florida, United States The Colony Palm Beach Full time

Since 1947, The Colony Palm Beach has been the center of Palm Beach social life hosting-- U.S. Presidents, European Royalty and welcoming travelers from around the world. Be part of a historic, luxury boutique hotel exhibiting polished charm and ambiance only steps away from world-famous shopping and dining on Worth Avenue and the crystal blue waters of the Atlantic Ocean.

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JOB OVERVIEW:

Performs all administrative and service functions as necessary to support the Meetings & Special Events department. Responsible for all events over 75 people including Weddings, charity events, local and hotel sponsored events.

ESSENTIAL JOB FUNCTIONS:

Answer phones and emails,
Respond to inquiries for events and functions, effectively and professionally provide information to clients about the property,
Provide information to clients on various options for food & beverage, services, set-up, rooms, venues, and vendors,
Responsible for creating, updating, detailing, and distributing Banquet Event Orders (BEOs)
Process catering orders and send menus to clients,
Coordinate tastings to demonstrate execution of client food and preparation requests,
Contact clients to coordinate menus and event details, assist with scheduling vendors, room blocks,
Distribute BEOs and group documents to all departments and hold BEO meeting weekly for all departments
Perform as client contact for events at the start of each event, greet Clients and introduce to Banquet Manager & Captains
Up sell Food & Beverage and event services to Clients
Coordinate with Executive chef and banquet chef in planning event menus
Establish and maintain a positive, professional relationship with clients through effective, accurate, timely, and reliable communication and action,
Serve as a liaison between various departments to coordinate event/function details, work with all departments to ensure all catering and food requests are handled properly and thoroughly,
Assist with confirming setup, seating, floorplans, and staffing requirements,
Communicate effectively with the Banquet Manager/Captain to support guest experience and satisfaction,
Knowledge of sales skills, revenue management, training, and motivation of peers.
Assist the Captain/Banquet Manager in overseeing events onsite to include supervising set up & staff to ensure a successful execution and that excellent guest service is provided,
Responsible for the planning, detailing, and servicing internal hotel events such as Colony sponsored events
Review previous day events for billing accuracy and guest signature, track revenue
Provide guest service for all aspects of the business,
Create and maintain catering and sales files with notes and correspondence for all events
Participate in post event assessment meetings,
Responsible for all billing
Ensure security, integrity, and confidentiality of data,
Maintain a safe and secure working environment,
Perform other duties as assigned
Perform office and administrative duties to assist Special Events department.
Qualifications STANDARD SPECIFICATIONS: Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or member/guests. Qualifications; Education: Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field.
Experience: Proven experience (typically 3-5 years) in event planning and management, with a strong track record of successful events.
Must possess a positive and upbeat personality with a desire to deliver outstanding service to guests.Ability to multi-task, be detail-oriented, and be able to solve problems to effectively deal with internal and external guests.
Working knowledge of current property management system, Delphi, Zingle, Synergy, Outlook, Excel, and strong, functional computer skills.
Working knowledge of all hotel departments.
Complete understanding of both Front of House and Back of House operations within the Food & beverage operation
Ability to communicate in English with guests/visitors, management, and co-workers clearly and to their understanding. Multi-lingual capability is a benefit to the role.
Ability to provide clear and concise written communication.
Excellent guest service skills.
Strong leadership skills.
Ability to work flexible schedules to include weekends, evenings, and holidays.
Ability to maintain calm and resolve problems in a busy environment.
Ability to maintain discretion and confidentiality of all guests and pertinent hotel information.
Ability to work without direct supervision and think freely to develop own ideas.
Ability to work cohesively with other individuals and departments as part of a team.
Ability to hire, train, nurture, and develop staff.
Skills: Excellent organizational and project management skills.
Strong communication and interpersonal skills.
Proficiency in event management software and tools.
Ability to work under pressure and handle multiple tasks simultaneously.
Strong negotiation and problem-solving abilities.
Certifications: Professional certification in event management (e.g., Certified Meeting Professional (CMP)) is a plus.
Sits, stands, bends, lifts, and moves intermittently during working hours.
Interacts professionally with guests, vendors, internal staff, etc., under all conditions and circumstances.
Must be able to handle extreme outdoor temperatures and working condition.
Must be constantly alert for guest's safety and comfort.
Must be able to lift, push, pull 50 pounds.
Job Type: Full-time Benefits: 401(k) matching
Dental insurance
Employee discount
Flexible spending account
Health insurance
Life insurance
Paid time off
Referral program
Vision insurance
Schedule: Day shift
Evening shift
Monday to Friday
Weekends/Holidays as needed
Experience: Events management: 2 years (Required)
Customer service: 2 years (Required)
Ability to Commute: Palm Beach, FL Required) Ability to Relocate: Palm Beach, FL 33480: Relocate before starting work (Required) Work Location: In person Source: Hospitality Online

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