Private Event Planner

1 week ago

San Francisco, United States Hudson Pacific Properties Full time

Private Event Planner - San Francisco San Francisco, California Role Description At Hudson Pacific Properties, we develop, own, and operate iconic office and retail properties on the West Coast, and we're seeking an experienced **Private Event Planner** to join our San Francisco team. The Private Event Planner will lead venue rental sales and onsite venue management at prominent Hudson Pacific Property assets such as the San Francisco Ferry Building.

What Youll Do :

Event Sales and Onsite Management 70%

* Lead inbound and outbound event sales, tours, and onsite event rental coordination at prominent assets such as the historic San Francisco Ferry Building with support from the Events Manager

* Generate proposals and contracts, create event orders, and event reports

* Create accurate and detailed event timelines and diagrams

* Maintain excellent relationships with all stakeholders including the property management team, clients, planners, and caterers

* Generate up-to-date event booking reports and weekly sales summaries

* Maintain private events budget and ensure annual sales targets are met

* Communicate with clients and vendors in a timely manner

* Work with accounting and property management to process and track client billings

* Implement and update venue policies and procedures

* Schedule and host walkthroughs with clients, planners, caterers, AV, and lighting professionals

* Schedule custodial, security, and engineering for events

* Maintain calendar of private events including holds and cancellations

* Work closely with the property management team to follow best practices in maintaining the historic building and ensure smooth operations

* Work with planners and vendors to ensure venue rules and regulations are followed

* Maintain private event page on the website and submit updates to the developer

* Submit letters of approval to city agencies such as SFDPH, SFFD, ABC, BCDC, Port, etc. when necessary

* Interact with all levels of staff and management and attend in-house meetings as needed

* With the support of the Senior Event Manager, update the event mapping software

* Keep detailed events equipment inventory records

* Stay up to date on market trends and maintain industry relationships

Administrative 20%

* Track event sales and revenue

* Maintain budget spreadsheet

* Support private event contracting process

* Collect, process, and track vendor COIs

* Process event security deposits

* Send event reports and reminders to office management, engineering, custodial, security, and tenants

Other 10%

* Thought partner for events and marketing

* Occasional onsite photography of events

* Assist in planning and execution of bi-annual industry open house

* Other duties as assigned

What Youll Need :

* Minimum of four years related work experience in events, hospitality, and sales

* 4-year degree from accredited college or university preferred

* Flexible scheduling availability able to work nights and weekends as the position requires

* Able to communicate with clients in a friendly and positive manner to solicit business, meet client needs and resolve complaints

* Expert time management and organizational skills

* Able to work independently, must be a self-starter

* Able to read, listen and communicate effectively in English, both verbally and in writing

* Proficiencies in Spanish and Mandarin are a plus but not required

* Strong skills in all Microsoft Office applications, especially Microsoft Word, Excel, and Outlook

* Strong attention to detail

* Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public

* Ability to access, understand, and accurately input information using a moderately complex computer system

* Ability to calculate figures and amounts such as discounts, percentages, and sales volume.

* Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form

* Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals

* Ability to write routine Sales Reports and business correspondence

Hudson Pacific Properties (NYSE:HPP) is a visionary real estate investment trust that owns and operates more than 19 million square feet of marquee office and studio properties. Focused on premier West Coast epicenters of innovation, media, and technology, its anchor tenants include Fortune 500 and leading growth companies such as Netflix, Google, Square, Uber, NFL Enterprises, and more.

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