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Event Coordinator

4 months ago

Chicago, United States Hornblower Inc Full time
Salary: $50,000

City Experiences is seeking a Event Coordinator for our City Cruises operation in Chicago, IL

About You:

This person will be adaptable, dynamic, and embody City Experiences' RESPECT Service System.

About the Opportunity:

City Experiences' passion is to provide amazing experiences on land and water. Our 40-year success through organic growth and acquisitions has resulted in a portfolio of over 25+ brands that welcome upwards of 30 million guests/riders annually. If you're an enthusiastic team player who thrives in an environment where communication, creativity, and cooperation are encouraged, this may just be the opportunity for you.

Essential Duties & Responsibilities:

  • Coordinate the cruise event details with the Sales, Food & Beverage, Operations, and Administrative Departments once the sale has been finalized.
  • Act as the liaison between the Company and approved third-party vendors placing orders and coordinating deliveries (eg cakes, floral, specialty linens, entertainment, etc.).
  • Develop comprehensive knowledge of product offerings, product enhancements, vessels, docking locations, pricing, and scripting for all standard public and charter products.
  • Serve as the expert for all guest requests, with a focus on ensuring that all commitments can be executed by the operations team based on past event success.
  • Obtain all information related to events from the regional and national sales team while effectively utilizing the cruise turnover function in Salesforce.
  • Upon receipt of cruise turnover, reach out to the guest to set an expectation of the timeline for detailing the event moving forward.
  • Coordinate all components of the event including final guest counts, tickets, bar packages, photo packages, entertainment, special floor charts, and other special event orders.
  • Drive incremental revenue through Upsells to guests and accurately markup all invoices from outside vendors to clients per standard margin requirements.
  • Demonstrate excellence in communicating internally with the Regional Director of Sales, General Manager, and Operations teams to ensure the vision of the client is thoroughly reflected in all operations notes and executed properly onboard.
  • Work alongside operations teams to set up and break down events. Meet and board large groups when they arrive for their cruises. As required, be present during the event, with a special focus on full ship and deck charters to ensure an amazing experience.
  • Take the lead on wedding events by serving as the on-site wedding coordinator for wedding ceremonies and when required, being present and helping the operation's team execute highly detailed wedding receptions.
  • Act as a resource for the account managers for any questions related to events, such as general floor plan questions, food servicing timing, and enhancements inquiries.
  • Document guest interaction in Salesforce, with an emphasis on inputting detailed notes and staying on top of all tasks that have been set.
  • Attend weekly "catering meetings" as an event expert to discuss upcoming events and site inspections.
  • Attend all pertinent meetings as requested by management.
  • Ensure guests are billed correctly for all extra services provided according to the signed contract with the support of Account Manager.
  • Maintain good organizational skills through time management, setting priorities, and accurate paperwork.
  • Maintain up-to-date competitive analysis for region showcasing the offerings and pricing of local competitors.
  • As directed, ensure vessels are ready for site inspections by walking the vessels daily.
  • Additional job duties as assigned.
Requirements & Qualifications:
  • Bachelor's degree in a discipline related to the work of the position required OR equivalent experience required
  • Able to communicate effectively in oral and written form
  • Ability to maintain a high level of organization and ability to handle multiple tasks/projects at one time
  • Must be detail-oriented with the ability to quickly adapt to changing event conditions
  • Must be able to work effectively in a fast-paced environment and meet deadlines
  • Able to establish and maintain effective working relationships
  • Proficient computer & Microsoft Office skills


About Us:

City Experiences' passion is to provide amazing experiences on land and water. Our 40-year success through organic growth and acquisitions has resulted in a portfolio of over 25+ brands that welcome upwards of 30 million guests/riders annually. If you're an enthusiastic team player who thrives in an environment where communication, creativity, and cooperation are encouraged, this may just be the opportunity for you.

The RESPECT Service System embodies City Experiences' mission, vision, values and operating principles. By creating a company culture that puts RESPECT at its core, we believe it will drive us to achieve our goal of becoming a Global Experiences and Transportation Leader.

City Experiences is proud to be an Equal Employment Opportunity and Affirmative Action employer. We prohibit discrimination and or/harassment of any type, including but not limited to discrimination and or harassment based upon race, religion, religious creed, color, national origin, ancestry, citizenship, sex, sexual orientation, gender, gender identity, gender expression, age, pregnancy or relation medical conditions, childbirth, breastfeeding, parental status, veteran and/or military statue, disability (physical or mental) medical condition, genetic information or characteristics, political affiliation, domestic violence survivor status, marital status, or other characteristics prohibited by federal, state, or local law. Additional, City Experiences participates in the E-Verify program in certain locations.

We encourage qualified applicants with arrest and conviction records to apply.