Coordinator - Member Events

4 weeks ago

Key Largo, United States Ocean Reef Club Full time
Summary:

The primary function is to solicit, plan, execute, and manage all Member Events under the direction of the Manager of Member Events. The position is responsible for the smooth operation of assigned events, from beginning of planning stages, pulling together all event details for successful execution, through actual event completion and cleanup. Responsibilities will include booking, coordination of new events, general marketing of services, administrative duties as it relates to position, and event participation.

Essential Duties and Responsibilities:
  • Train new associates in the Member Events Office.
  • Update and maintain the Standard Operating Procedures for the Department.
  • Organize venue and make sure that it is appropriately set (Décor, Table Assignments, Food, Beverage, Entertainment, etc.) • Work with committees to determine themes, awards, menus and gifts for events.
  • Book and lock space needed for all member events in Delphi, present - six years.
  • Create, prepare and distribute Event Breakdowns, Extra Assistance Requests, Feedback Notes and supporting documents, for all events.
  • Responds to inquiries from the Members about events, including assisting with the deployment of mass mailings/e-mailings & event reservations.
  • Supervise ticket sales, registration & similar activities • Create and supervise staff roles appropriate to the event • Administrative oManage the updates and changes to all Banquet Event Orders to Catering.
  • Submitting request orders for event support materials to Communications.
  • Working with Member Guest Services on event information and training.
  • Maintains current, accurate and complete files on all events oSubmit and maintain the Monthly Board Report • All other duties and responsibilities as assigned


Qualifications:

• Demonstrated high energy level and flexibility, ability to work independently on several projects concurrently, possess excellent communication, organizational and creative thinking skills. Pleasant persona coupled with sound judgment; discreet and able to maintain confidential information, customer service oriented with knowledge of correct protocol for specific situations.

• Software proficiency in Microsoft Word, Excel, Power Point, Access, and Outlook is required; knowledge and experience in Publisher, Adobe, Delphi, and Visual One is preferred.

• Experience and comfort with facilitation of committee meetings • Must be a team player, and have the ability to work with a diverse group of individuals (ranging from ORC executives, board members, directors, managers, associates and volunteer committee members), work in a team environment and be self-motivated.

• Ability to keep current with trends in event strategy in support of ORC and personal professional development by participating in conferences, workshops and other training opportunities.

• Ability to bring energy, creativity and community relations expertise that will make a substantial impact on ORC events while enhancing the image and positive relationships of Member Events and Members.

• Express a genuine interest in the welfare of ORC Members, congruent values with the Club's vision, a strong commitment to the goals of the Club.

Education and/or Experience:

Post-secondary diploma required, preference for post-secondary degree, in a related field (preferably Marketing, Public or Community Relations, Event Planning), and two years of experience in event planning, preferably in the private club community.

Language Skills:

Must be able to comprehend the English language in order to communicate with co-workers and fully understand job assignments.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sample physical requirements might include:

• Must be able to stand for long periods of time.

• Must be able to reach, grab and lift objects over shoulder height • Must be able to squat and kneel down on regular basis • Must be able to bend & twist upper body to reach up, down or side-ways on regular basis Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Be a team player and provide lateral service.

• Follow Ocean Reef Club Associate Handbook and Quality Job Standards.

• Be able to endure outside weather conditions; heat, rain, cold, and at times high winds.

• Be willing and able to work when needed, including weekends & holidays.

Attendance, Appearance and Conduct:

Regular attendance in conformance with the standards, which may be established by Ocean Reef Club from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry and report deadlines, associate may be required to work varying schedules to meet the business needs of the Club and report deadlines.

Proper grooming is required by all associates and is described in detail in the Associates Handbook. Associates should review this policy and make sure that at all times they present themselves for shifts looking clean, neat and professional.

As a condition of employment, all associates agree to fully comply with Ocean Reef Club rules and regulations for the safe and efficient operation of Club facilities. Associates who violate Club rules and regulations will be subject to disciplinary action, up to and including termination of employment. If you have any questions or doubts you should seek clarification from your supervisor.

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