Manager, Event Planning

3 months ago

Vero Beach, United States Major League Baseball Full time
MAJOR PURPOSE:

The Manager, Event Planning & Sales at the Jackie Robinson Training Complex (JRTC) holds a pivotal role in managing the seamless execution of all events at the facility while driving non-athletic sales revenue. This position oversees the Event Planning team, serving as the primary point of contact for group leaders and ensuring accurate and complete event details are communicated to all JRTC departments. The Manager, Event Planning & Sales also proactively fosters partnerships with external entities and seeks new non-athletic sales leads, converting them into revenue.

RESPONSIBILITIES:

Event Planning:
  • Provide clear and accurate information about all events taking place at the JRTC, including specifications such as the date, time, location, guest list, catering, entertainment, equipment, and budget, to all relevant departments using function sheets and other methods, such as emails, meetings, or phone calls, to ensure that all departments have enough time and resources to prepare for the event and meet the client's expectations.
  • Supervise the Coordinator, Event Planning & Sales, the Coordinator, Guest Services, and the Administrator, Event Planning.
  • Cultivate and maintain partnerships with off-site hotels and oversee all aspects of hotel partnerships, including but not limited to oversight of hotel contracts and collection of commissions.
  • Serve as the primary point of contact for group leaders, proactively initiating calls with stakeholders and fostering excellent communication from the initial time of contact through the conclusion of their event, in line with policies and procedures set forth by the Senior Manager, Sales & Athletics.
  • Collaborate with managers of housekeeping, engineering, operations, food service, and other such departments to resolve facility issues impacting clients.
  • Coordinate agreements and logistics with third party vendors for golf cart rentals, lifeguards, DJ's, equipment rentals, and other ancillary event needs.
  • Ensure execution of facility use agreements, waivers, insurance certificates, and any such paperwork requirements by all groups.
  • Oversee on-site and off-site lodging inventory, rooming lists, rooming assignments, and damage assessments.
  • Assign an event planning liaison to all third party group and JRTC meetings and presentations to handle audio-visual and technical issues promptly.
  • Communicate any schedule or operational changes to guests in conjunction with Athletics.
  • Serve as the primary liaison to the Major League Baseball (MLB) baseball and softball development staff for off-the field needs, performing any duties assigned by them.
  • Work closely with accounting to ensure timely and accurate billing for facility rentals, ancillary group services, offsite hotels, and commissions.
  • Sell lodging and meals to transient guests associated with events at the JRTC.
  • Oversee all non-athletic logistics for the JRTC College Spring Invitational and High School Spring Training programs.
Sales:
  • Proactively identify revenue opportunities, with a focus on non-athletic events and revenue streams.
  • Drive sales for non-athletic functions through networking, phone outreach, email campaigns, and other marketing strategies.
  • Assist in the development of a marketing plan for non-athletic event sales, strategizing new methods to reach target markets.
  • Assist in the development of content for marketing materials such as brochures, webpages, social media ads, and the like to promote non-athletic events.
  • Regularly attend networking and other community outreach events to actively seek new leads and promote the JRTC for social events, business meeting rentals, and other such event rentals.
  • Keep a pulse on industry trends in non-athletic events and facility rentals.
  • Prepare proposals for clients.
General:
  • Oversee the Property Management System, ensuring accurate record keeping.
  • Demonstrate superior guest service while ensuring other team members are consistently executing the JRTC's guest service procedures to a high standard.
  • Develop, administer, and assess guest surveys to gauge and improve customer experience and satisfaction.
  • Maintain detailed and updated records of event specifications and sales prospects.
  • Other duties as assigned by the Senior Manager, Sales & Athletics
REQUIREMENTS:
  • The preferred candidate will have a Bachelor's degree in Business, Communications, Hospitality Management, Sports Management or a related field, or equivalent experience and education.
  • The preferred candidate will have three (3) years of experience working in hotel, event, or athletic operations.
  • A minimum of three (3) years of customer service experience with a proven track record of providing superior customer service.
  • A minimum of two (2) years of supervisory experience.
  • Excellent verbal and written communication skills; ability to communicate confidently and effectively with all levels of stakeholders.
  • Self-motivated, highly organized and detail oriented.
  • Must be flexible to adapt quickly to changing priorities and assignments.
  • Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Candidate must be a professional, self-starter who will work as a team player and be able to work independently with minimal supervision.
  • Ability to work irregular hours including nights, weekends, and holidays.
  • Proficiency in MS Office Suite.
  • Ability to use typical office equipment.
  • Possession of a valid Driver's License.

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