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Events Coordinator

2 months ago

New York, United States Crosby Hotel LLC Full time
Job DescriptionJob Description

JOB TITLE: Events Coordinator

DEPARTMENT: FOOD & BEVERAGE

RESPONSIBLE TO: Head of Event Sales

1. Primary Role

  • The Events Coordinator is responsible for supporting the Events managers in proposing,

contracting, and detailing 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 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 the administration of the department
  • Receive initial inquiries, providing preliminary information, and qualifying leads across segments
  • Spearhead communication with the client throughout the planning process once the contract is signed to organize details and compile the Banquet Event Order accurately
  • Generate daily, weekly, and monthly reports
  • Assists with preparing sales proposals and contracts as needed, often communicating with clients on Sales Manager's behalf
  • Review each event’s details including contracted room hire, food & beverage minimum spend, menu selection/guest count due date, special concessions, and attrition clauses, and validate with the client via turnover letter
  • Monitor and enforce program deadline dates
  • Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to reflect the confirmed booking.
  • Produce and send receipts and invoices to clients for deposits and final billing.
  • Distribute BEOs for group and affiliates 6-12 days before events
  • Participate in site visits as needed and plan meetings for upcoming events
  • Assist managers in scheduling appointments, and coordinating rentals and specialty items for events as required

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 Delphi
  • Must be able to exert a 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, by writing, and by telephone.
  • Perform work, and be present, on Hotel premises to ensure satisfaction of clients considering an event and those already booked.