Destination Services Supervisor

2 months ago

Rancho Palos Verdes, United States Terranea Full time

Overview:

Planning and executing corporate group events including, but not limited to, activities, dcor, entertainment and transportation, with the direction of the Destination Services Sales Managers. Assisting with all administrative tasks for the department as a whole.

Responsibilities:
  • Responsible for the administration and coordination of the Destination Services Department for all corporate events (activities, dcor, entertainment, transportation, etc.)
  • Responsible for coordinating with Recreation department and all Destination Services vendors to do weekly, monthly, and annual planning of all available resort activities and vendor updates in all systems.
  • Responsible for checks and balances of Destination Services invoices. This includes creating Purchase Orders prior to events and processing invoices.
  • Maintain complete knowledge of all Destination Services offerings and be able to clearly articulate to guests.
  • Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
  • Maintain complete knowledge of proper maintenance and use of equipment. Use equipment only as intended.
  • Facilitate and execute group teambuilding events and activities as well as set up of dcor.
  • Process all Destination Services charges to group master accounts, or guest accounts, when needed.
  • Research and assist in creating new group offerings and update Destination Services files weekly with new offerings and vendors. Update marketing material for department.
  • Book/block all Destination Service activities in Fare Harbor.
  • Confirm all activities, dcor, entertainment, and transportation for group events.
  • Create Banquet Event Orders and diagrams for each event.
  • Communicate booked events with other Terranea departments including Banquets and Conference Services regularly.
  • Anticipate guests needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
  • Maintain positive guest relations and resolve guest complaints, ensuring guest satisfaction.
  • Be familiar with all hotel services/features and local attractions/activities to respond to guest inquiries accurately.
  • Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
  • Create folders for all upcoming groups that department managers have had contact with.
  • Update master spreadsheet and project management folders for groups daily.
  • Research and assist in new group offerings. Responsible for researching new vendors, setting them up in our system, negotiating payment terms, and collecting all necessary documents.
  • Tracking budget and revenue for group events.
  • Send 3-Day vendor confirmations to all vendors with updated numbers.
  • Ensure signed contracts received, filed, and communicated to all team members
  • Create Event Overviews and distribute to all team members two weeks prior to event
  • Create and continuously update Department calendar
  • Create contracts and estimates on booked business
  • Assist in creating decks and proposals for potential groups when requested by department Sales Managers
  • Create detailed daily schedules for all upcoming activities, events, and vendor arrivals.
  • Obtain all preliminary information from department managers for upcoming groups.
  • Confirm/verify all space and equipment necessary for each program
  • Scheduling staff for group events/activities to ensure properly executed events
  • Relay all necessary information to internal staff to ensure successful event execution.
  • Attend Resume meetings.
  • Create and submit expense reports as needed.
  • Communicate with Accounting in regards to department expenses and vendor payment needs.
  • Have a clear understanding of BirchStreet, FareHarbor, Salesforce, and POS System.
  • Order necessary supplies approved by Sales Managers

Additional Duties & Responsibilities:

  • Flexibility with other aspects of the Destination Services team upon request of Sales Managers.
  • Flexibility with other services not pertaining to guest services, but dealing with the resort.
Qualifications:
  • Fluency in English both verbal and non-verbal.
  • Provide legible communication.
  • Ability to:
    • Perform job functions with attention to detail, speed and accuracy.
    • Prioritize and organize.
    • Be a clear thinker, remaining calm and resolving problems using good judgment.
    • Be a proactive problem solver and anticipate department and group needs.
    • Follow directions thoroughly.
    • Understand guests service needs.
    • Work cohesively with co-workers as part of a team.
    • Work with minimal supervision
    • Be flexible with scheduling and be able & willing to work early/late shifts and weekends.
    • Maintain confidentiality of guest information and pertinent hotel data.

Experience, Education, & Licensure:

  • High school graduate. College graduate preferred.
  • 2 years recreation, hospitality or special event experience.
  • Additional experience as described above may be substituted with college degree/courses.
  • Fluency in a second language, preferably Spanish.
  • Previous guest relations training.

Compensation:

Base Pay Start Rate: $26.00/Hr.

We offer a competitive benefit package for full-time, regular team members that includes: group medical, dental, vision, life, and disability benefits, as well as participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement and an employee assistance program. We also offer paid time off/sick time and are proud to offer participation in a 401(k) plan with a company match

#Terranea

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