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Event Coordinator

3 months ago

Vail, United States HYATT Hotels Full time

Nestled at the base of Vail Mountain, along the banks of Gore Creek, Grand Hyatt Vail is located in the heart of Vail Valley within the Cascade Village neighborhood. Featuring Vail's premier open-air chairlift directly next to our spacious ski valet and rental shop, Grand Hyatt Vail offers the most convenient access to Vail Mountain, adventure, and respite. From skiing and snowboarding, seasonally inspired resort activities, and luxurious amenities, Grand Hyatt Vail has something for everyone. Enjoy an array of Colorado inspired dining options, comfortable guest rooms and warm hospitality at Vail's premier ski-in/ski-out resort. Grand Hyatt Vail is seeking colleagues with unmatched service. We care for people so they can be their best.

Position Summary:

The Event Coordinator is responsible for supporting events operations and direct sales efforts of Grand Hyatt Vail and Destination Residences. Primary responsibilities include supporting the Events team, answering phones, updating Hyatt internal systems, coordinating and attending meetings, assisting on the floor with group events, administrative work, and direct customer service as needed. Consistent and clear communication with members of the sales, events, and the operational team is key to this position's success.

Your schedule will adjust to based on business demands Hotel business is a 24 hour business and we all must remain flexible, but also remember selfcare too. Most shifts will be focused on 8 hours starting as early as 6:00am. There may be a need during social season to have you work afternoons into evenings with the focus on evening functions. We ask that you remain flexible with the schedule when business warrants. You will need to work weekends and holidays if the business demand is over these times. This is based on hotel needs, and will be discussed prior to schedule being posted. We host many social events such as weddings, galas and various groups. We will need support over many of the weekends.

The Event Coordinator position was created to not only meet, but exceed the expectations of meeting & event planners and guests. This position is a proactive, empowered problem solver who provides meeting & event planners with seamless, on-site support. The Event Coordinator acts as a liaison between the event managers and meeting & event planners during the event phase of the meeting or special event. This position is a highly visible representative of the hotel who is aimed towards addressing guest needs, anticipation and resolution of potential problems.

The Event Coordinator's relationship with operational departments is essential to their role. They work closely with every department in the hotel to ensure each event is successful.

Responsibilities may include:

1. Maintain high level of knowledge of the offerings for both resorts, accommodations and departments.

2. Support EPM /EMS with on the floor engagement with MP.

3. Answer phone professionally, details information accurately, and communicates all inbound calls with Sales & Events team.

4. Perform property site tours.

5. Submit purchase orders, amenities, supply order, World of Hyatt Points, and inbound leads into Hyatt software systems.

6. Helps with group VIP's and alerts sent out to the hotel.

7. Offers warm and sincere welcome/farewell for all guests of Resort including use of guest to customer service and guest satisfaction

8. Coordinating communication between the Events Office, Front Desk, Engineering, Culinary, and Food and Beverage Departments for Definite Groups and Social Events.

9. Resolves guest issues promptly and with great care and effectiveness

10. Maintains constant awareness of safety issues, (i.e., broken glass, frayed electrical cords, leaks, broken locks and suspicious persons). Reports all safety incidents to on-duty supervisor.

11. Attend Daily Stand-up Meeting, Weekly Resume Meeting, and other departmental meetings as assigned.

12. Project a professional company image through in-person, email and phone interactions.

13. Perform general clerical duties including information flow in support of events team.

14. Manage confidential information with discretion and respect of privacy to high profile guests

15. Other tasks as assigned by the Associate Director of Events and Task Force Director of Events and Director of Sales, Events and Marketing

16. Assists with preparing site tours, itineraries, and walking meeting space and rooms and Sales & Events.

17. Helps with diagrams, menus, calendars, and reports for Events

18. Projects enthusiasm and a hands-on mentality, along with the ability to work as a team member.

19. Submit orders into hotel's amenity system for personalized welcome amenities and welcome cards.

20. Monitors the ECA (Event Concierge App) requests from Meeting Planners in cooperation with Banquet Captains and Banquet Manager.

21. Follows Event Operations Event Orders with strong attention to detail.

22. Reports to work on time and according to posted schedule, maintains accurate time records and follows proper standards for issuance of rooms.

23. Assists with inhouse events, and events and operations team to support guest requests, needs, & changes.

Budgeted salary for this position is $23/hour. Actual pay will be commensurate with experience.

Why Work at Hyatt?

  • Enjoy free meals in our colleague cafeteria for every shift worked
  • Free parking on-site
  • 1 hour of sick pay earned for every 30 hours worked, up to 48 hours/year
  • Discounted & Complimentary hotel room nights
  • Medical, Dental, Vision Insurance - (Full-Time colleagues)
  • Flexible Spending Account (Full-Time colleagues)
  • Retirement Savings Plan
  • Basic Life Insurance
  • PTO earned based on hours worked, up to 17 days in your first year (Full-Time & Part-Time)
  • Opportunities to work around the world with Hyatt Hotels and Resorts
  • Annual End of Season Ski Pass Bonus
Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards. Whether its career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.

Hyatt is an Equal Opportunity Employer - M/F/Veteran/Disability/Sexual Orientation/Gender Identity
  • A true desire to satisfy the needs of others in a fast paced environment
  • Refined verbal and written communication skills
  • Proficient knowledge of computer applications
  • Multi-tasking, great organizational skills
  • Poised to remain calm under pressure
  • Upbeat and positive attitude
  • Quick to make personal connections
  • Exceptional communication, detail, and follow-through
  • Ability to work a flexible schedule that may include evenings, weekends and holidays
  • Highly detailed orientated, and have a passion for creating an exceptional experience for guests