Event Planning Manager

3 months ago

Houston, United States HYATT Hotels Full time
Summary:
At Hyatt, we believe our guests select Hyatt because of our caring and attentive associates who are focused on providing efficient service and meaningful experiences.

Thompson Houston is now recruiting an Event Planning Manager to join our sales and catering team. Set in a soaring 36-story skyscraper, Thompson Houston + The Residences at the Allen is the city's newest and most fashionable landmark. This architectural marvel sets a stylish scene for influential locals, seasoned globetrotters, and cultural tastemakers to meet and connect, luxuriate, and celebrate. The hotel's coveted location in verdant Buffalo Bayou Park centers the property as a veritable oasis within the city. This luxury oasis boasts 172 luxury guestrooms, including 34 breathtaking suites, and a private collection of 100 residences. Unmatched amenities include a full-service spa, a well-equipped fitness center, several destination restaurants, a private heliport, an expansive one-acre pool deck, and over 17,000 square feet of flexible meeting and event spaces. As a Thompson Houston colleague, you will enjoy the following benefits:

•Free room nights, Discounted and Friends & Family Room Rates

•Medical, Dental and Vision Insurance with only 30-day waiting period

•401K with company match

•Free parking

•Generous Paid Time Off

•Paid Family Bonding Time and Adoption Assistance

•Tuition Reimbursement

•Employee Stock Purchase Plan

•Discounts at various retailers -Apple, AT&T, Verizon, Headspace and many more

Job Description

At Thompson Houston we believe our guests select the Thompson brand because of our caring and attentive associates who are focused on providing authentic hospitality and meaningful experiences to each and every guest. Thompson Houston is a place where high expectations aren't just met-they're exceeded. It's a place of outstanding rewards, where talent opens doors to exciting challenges in the hospitality industry. Discover your place to shine in our warm, respectful, and inclusive culture.

Event Planning Manager primary focus is servicing Catering Sales bookings. This position acts as the liaison between Meeting and Event Planners and the hotel staff. Responsibilities include: administering the Sales agreement, detailing all Food, Beverage and A/V needs, managing room blocks and pick up, billing instructions and final review. Event Planning Managers are the on-site contacts and are responsible for the smooth execution of all events. This role will report directly to the Director of Catering & Special Events.

Thompson team members work in an environment that demands exceptional performance yet reaps great rewards. Whether it's career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.

This position's anticipated start date is June 2024.

Responsibilities & Duties include:
  • Develop a full working knowledge of operations and hotel policies.
  • Maintain visibility and integrity of the Sales & Catering Department.
  • Working as a team member with the sales and catering staff and other support staff.
  • Prioritize tasks and independently manage workflow based on appropriate needs and demands and the department's policy and procedures
  • Conduct in person and virtual site inspections.
  • Clearly communicate policies, procedures and services offered by the hotel with clients/customers.
  • Manage work schedule to strategically be on-site during critical event times.
  • Adhere to event contract for key due dates and contracted minimums.
  • Plan, arrange, organize, and execute events while meeting or exceeding client/customer expectations.
  • Confirm all client's requirements via the catering contract and Banquet Event Order in writing to the client and all affected departments.
  • Detail and communicate Event Orders (EOs) with customer and events team.
  • Manage and track room blocks, including rooming lists, pick-up lists, individual call-in, and online bookings with the Reservations team.
  • Trace client's cut-off dates to ensure maximum room revenues have been achieved.
  • Prepare and be prepared to lead Weekly Group Resume meetings or Daily Standup meeting for the team's clients or your own.
  • Coordinate and communicate event logistics (responsibilities, timelines, etc.) with other departments in order to meet or exceed client/customer expectations.
  • Deal effectively with internal departments and maintain regular communication
  • Monitor event activities to ensure compliance with applicable Standard Operating Procedures, satisfaction of participants, and resolution of customer service issues or concerns.
  • Manage revenue tracking, lead logs, commission payments, and data analysis for month-end reporting.
  • Track all communication in Envision.
  • Maintain well organized documentation and reports in Hyatt systems.
  • Meet or exceed annual goals.
  • Negotiate room blocks, room rates, function space, food and beverage prices, and resort services within approved booking guidelines.
  • Reconcile final invoices with Finance Department/Billing, and client/customer.
  • Perform any other duties as requested by the Director of Sales or Director of Catering.
Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards. Whether it's career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.

This is not your typical career opportunity. This is the Hyatt Touch.

Qualifications:
    • A true desire and passion to satisfy the needs of others in a fast-paced environment
    • Refined verbal and written communication skills
    • Must be proficient in general computer applications
    • At least three years of hotel experience, with a minimum of 1-3 years of hotel sales/event planning experience is highly preferred
    • Envision Sales and Social Tables knowledge is preferred
    • Candidates should be extremely detail-oriented and organized
    • Problem solving, reasoning, organizational and training abilities are used often
    • Requires full flexibility, including the ability to work weekends, nights, and/or holidays
    • Thorough knowledge of the practices and procedures regarding logistics, catering, food and beverage, menu development and pricing
    • Requires ability to investigate and analyze current activities and/or information involving readily available data and indicating logical conclusions and recommendations
    • Must possess strong communication skills in terms of the ability to negotiate, sell, and influence professionals and/or hotel guests
    Our Values: Empathy | Integrity | Respect | Inclusion | Experimentation | Wellbeing

    Hyatt is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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