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Assistant Private Events

4 months ago

San Carlos, United States ClubCorp Full time
Job Description

Private Events Assistant/Coordinator
The Private Events Assistant/Coordinator provides assistance to the Private Event Directors in order to achieve annual plan for private events through organized sales, prospecting, networking and marketing programs. They assist in achieving the prepared sales plan which has significant impact on the overall financial well-being of the club.
Responsibilities
  • PED - Creates First Draft of BEOs and Proposals
  • PEC - Updates BEOs and Proposals per clients' emails/calls with requests
  • Assist PED with creating Floor Plans & Attach to Triple Seat
  • Send updated function sheets (proposals and floor plans) to the main client and cc PED
  • All correspondence and changes made should be added to notes in Triple Seat
    • Any phone calls with the client should be followed up in a Discussion email recapping the conversation to the guest and for the PED's reference.
  • BEO Packets BEOs/Floor Plans
  • Updated BEOs/Floor Plans included in Packet must be provided to Operations & Culinary Team & Alexandria Events GM & DOS by 3 pm on the designated date
  • All Pop-Up Events (within 48 hours) are to be approved by the Food and Beverage Operators FIRST. called down to Operations & Culinary Team & Alexandria Events GM & DOS immediately.
    • Email & provide as much information
      • Event Date (Day of the week, Month, day, year)
      • Guest Count
      • Event start and end time
      • Any requests of the guest
  • Function Sheet (proposal) to follow ASAP
  • PED responsible for counter-signed contracts
  • Private Events Director responds to all Leads & Referrals from Tripleseat
  • Private Event Coordinators will respond to all external leads (3rd party platform-(Eventective, Party Slate, The Knot, Here Comes the Guide, etc...) with a "Response Referral Template" and enter leads/referrals in Triple Seat and ASSIGN to Director and appropriate campus for PED to respond with venue information.
    • If he PED is on vacation, the PEC will step in and cover the duties of the PED and respond to leads and referrals.
  • Work closely with accounting department to ensure all accounting procedures are followed and completed
  • Distribute Daily and Weekly Reports, ensuring accuracy of all information
  • Generate contracts, letters, and informational packets as needed by Private Event Directors
  • Develop and maintain multiple databases with client information
  • Manage marketing plan and materials for private events
  • Manage private event social media posts
  • Assist in greeting members and clients the day of their events
  • Ensure all payments and contracts have been received
  • Assists in sales process as requested by the Private Event Director which can include upselling, tastings, day of coordination
Job Requirements
  • Must be comfortable answering phone calls, speaking with clients and club members face-to-face
  • Outstanding customer service skills and to gauge intuitive service.
  • Able to independently resolve event questions which arise on a daily basis
  • Must be proficient in Microsoft Office Suite
  • Prefer a minimum of two (2) years experience with a proven track record
  • Sales experience preferably in catering and private event functions.
  • Must have practical knowledge of food preparation and social customs of etiquette, especially in regards to private events
  • Knowledgeable of all proper methods of food and beverage service, systems, controls and costs