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Meeting & Events Coordinator | Montage Palmetto Bluff

4 months ago

Bluffton, United States Montage International Full time
Live Your Passion. Add Your Magic.

At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application.

We welcome applicants with disabilities and provide reasonable accommodations as needed to our applicants. Please discuss with our hiring managers during our selection processes.

If you are an internal applicant, please log into Workday and apply for your application to be considered.

Please Click Here to apply internally.

SUMMARY

The Meetings & Events Coordinator is an essential member of the Meetings & Events Services team. This role aids the Meeting & Events Managers by completing administrative tasks, serves as a key contact for on-site meeting planners, and liaison with our in-house departments. Montage Palmetto Bluff is seeking Coordinator to provide support to the Meetings & Events team with skill and professionalism. This role will include a wide variety of administrative & operations functions. The hours of this position may increase depending on levels of business and will be determined by your supervisor. Professionally acts to guarantee the best facility and service for all Corporate and Social planners. Contribute to a positive work environment.

ESSENTIAL FUNCTIONS

Job duties include; although are not limited to:

The ability to follow directions from the manager, to execute tasks in a timely manner with minimal supervision and effectively organize information and multitask in fast-paced environment. Ability to observe and ensure that the highest standards are maintained at all times and must be able to work cohesively with other departments.
  • Enthusiastically maintains contact with planners throughout their stay.
  • Communicate all services offered to planners and be their main contact.
  • Communicate all special needs, concerns and changes from meeting planners to appropriate departments.
  • Guarantees timeliness, cleanliness and follow-up of all functions, related equipment and arrangements.
  • Attends meetings, assist the Director and other Catering and Conference managers to ensure smooth transition.
  • Follow and support service commitment and core values.
  • Performing clerical duties such as typing correspondence, BEO and reports, filing, and answering phones
  • Provides all BEO's & Diagrams for In-house events, occasionally small events or day of events as directed by department managers
  • Distribution of BEO's, Resumes and diagrams daily/weekly
  • Assist with contract turnover process
  • Assist the conference services team with amenities
  • Maintaining office supplies & equipment
  • Creation of printed menus for events
  • Participation in planning sites with the conference services manager
  • Assist with on-site events as directed by the conference service manager
  • Entering event checks into Sales Force post events and check for accuracy in billing
  • Assist with dining reservations and activity reservations as directed by conference service manager
  • Maintaining various virtual filing systems, including vendor information for each function
  • Assisting managers in scheduling appointments, meetings and coordinating rentals and specialty items for events as required
  • Answering questions and concerns, following through with a resolution or referring to the appropriate manager
  • Assuring all incoming and outgoing correspondence is properly typed, received, mailed, and/or filed as required
  • Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
  • Troubles shoot guest problems, as appropriate, using discretion and good judgment.
  • Maintaining a professional working environment and performing miscellaneous tasks upon request of the Manager
  • Walk & inspect banquet function space and anticipate maintenance issue.
OTHER
  • Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel, which may include morning, evenings, weekends and holidays.
  • Attendance at all scheduled training sessions and meetings is required
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
  • Must be able to speak, read, write and understand the primary language(s) used in the workplace
  • Excellent verbal and written communication skills required
  • Operating knowledge of hotels software preferred (Salesforce|Delphi, Social Tables, Opera)
  • Knowledge of hotel catering operations preferred
  • Strong customer service skills
  • Must have proficient skills with Microsoft Office products; Word, Excel, PowerPoint, and Outlook
  • Knowledge of the local area is helpful
  • Must be able to multi task and prioritize assignments
  • Must be able to perform job functions with attention to detail and accuracy
  • Ability to quickly resolve problems using good judgment.
  • Must have professional demeanor and have a friendly "Can- do" attitude.
  • Ability to build strong relationship with co-workers
QUALIFICATIONS

Education
  • High School Diploma or equivalent is required, Bachelor's Degree preferred
Experience
  • Two (2) plus years' experience in a Luxury Resort or Hotel, ideally in banquet/catering operations or catering & conference services or related sales departments.

PHYSICAL REQUIREMENTS

Position requires exerting well-paced mobility as well as the ability to maneuver between functions occurring simultaneously. Must be able to bend, stoop, squat and stretch to fulfill tasks. Must be able to lift up to 15-40 lbs. on a regular and continuing basis. Requires manual dexterity, grasping, writing, standing, sitting, walking, repetitive motions, bending, and climbing.

In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.