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Event Coordinator

4 months ago

Boston, United States Westin Boston Seaport District Full time

Job Summary:

The Convention Service Coordinator assists the Director of Sales & Marketing Convention Services Managers and Sales Managers in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling duties to small groups and functions.

Responsibilities:

QUALIFICATIONS:

  • College course work in related field helpful.
  • Experience in a hotel or a related field preferred.
  • High School diploma or equivalent required.
  • Ability to type 55+ wpm
  • Proficient with Microsoft operating Systems OnQ and Delphi.
  • Must be able to convey information and ideas clearly.
  • Must be able to evaluate and select among alternative courses of action quickly and accurately.
  • Must work well in stressful high pressure situations.
  • Must maintain composure and objectivity under pressure.
  • Must be effective in handling problems in the workplace including anticipating preventing identifying and solving problems as necessary.
  • Must have the ability to assimilate complex information data etc. from disparate sources and consider adjust or modify to meet the constraints of the particular need.
  • Must be effective at listening to understanding clarifying and resolving the concerns and issues raised by coworkers and guests.
  • Must be able to work with and understand financial information and data and basic arithmetic functions.

JOB RESPONSIBILITIES:

  • Approach all encounters with guests and Associates in an attentive friendly courteous and service-oriented manner.
  • Maintain regular attendance in compliance with Aimbridge Hospitality standards as required by scheduling which will vary according to the needs of the hotel. Possible weekends and Holidays based on business demands.
  • Maintain high standards of personal appearance and grooming which include compliance with the Aimbridge Hospitality dress code and wearing name tag when working (per brand standards).
  • Comply at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
  • Maintain Sales files in an organized fashion and as per specified standards.
  • Maintain Accounts Coverage Program.
  • Answer phones; qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately timely and in a professional manner.
  • Type sales contracts BEOs correspondence reports forms direct mail pieces etc. as needed by sales team.
  • Maintain file system to ensure office is organized and efficient.
  • Maintain Delphi. ensuring consistent accurate and working properly.
  • Assist managers on creative projects including proposals invitations special events etc.
  • Maintain timely and effective paper flow and communication within department and to other departments.
  • Work with Convention Services Manager detailing upcoming functions as needed obtain guarantees confirm arrangements etc.
  • Distribute BEOs Changes Rooming Lists Signed Contracts Revisions etc. to appropriate departments as it relates to meeting and groups.
  • Assist guests and clients with small changes requests etc. and completes needed paperwork for Manager.
  • Site inspections for the department as needed
  • Enters group pickup in sales pro daily and enters data into Delphi and End of Month.
  • Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
  • Monitor/Ordering of office supplies and sales collateral to ensure we are properly stocked at all times with full packets collateral supplies and promotional items.
  • Call clients for guarantee numbers for functions 72 hours prior creates/closes house accounts and complete AV order.
  • Organize in house deliveries amenities welcome letters transportation schedules etc. as needed.
  • Other items as they relate to the Sales and Marketing and Convention Services as well as any other items as needed by entire management staff.
  • Be familiar with all Aimbridge Hospitality sales policies and house rules.
  • Ensure Associates are at all times attentive friendly helpful and courteous to all guests managers and fellow Associates.


Property Details:

Located in Bostons Seaport District, Westin Boston Waterfront features a vertical garden a natural feature that purifies the air. The Institute Of Contemporary Art, Boston Convention Exhibitors Center and Boston Children's Museum are all within walking distance of the property.

Enjoy a restful night's sleep in the Boston Waterfront Westin's guestrooms, featuring a flat-screen TV, a coffee maker with Starbucks Coffee and a bathrobe. Start the day with a buffet breakfast at the on-site Sauciety restaurant.

Company Overview:

As the global leader in third-party hotel management, our growing portfolio represents over 1,550 hotels in all 50 states and 22 countries, from top international lodging brands to luxury hotels, destination resorts and lifestyle hotels. Our associates around the globe are passionate about serving our guests and driving exceptional results, and thrive in a culture where everyone is inspired to be the best. Join a world of possibility with Aimbridge Hospitality.

Benefits:

After an initial waiting period, those hired into full time positions are eligible for a competitive benefits package that includes the following:

  • Now offering Daily Pay Ask your Recruiter for more details
  • Medical, Dental, and Vision Coverage
  • Short-Term and Long-Term Disability Income
  • Term Life and AD&D Insurance
  • Paid Time Off
  • Employee Assistance Program
  • 401k Retirement Plan