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Event Planning Specialist
2 months ago
At Montage International, we are pioneering a unique approach that requires dedicated individuals to help realize our vision. Our culture is built on the principle of pursuing what you love. If this resonates with you, we invite you to consider this opportunity.
We encourage applicants with disabilities and are committed to providing reasonable accommodations as necessary. Please engage with our hiring managers during the selection process.
SUMMARY
The Event Services Administrator will assist the Catering Department by delivering strategic administrative support to the Director of Catering and Catering Sales Managers. This position is vital in fostering the organization as a collaborative partner, dedicated to advancing the company's goals, objectives, vision, mission, and values.
KEY RESPONSIBILITIES
Primary responsibilities include, but are not limited to:
- Fostering a welcoming atmosphere for guests and team members. Handle initial inquiries, provide preliminary catering details, and direct qualified leads to the catering manager for follow-up. Address questions and concerns, ensuring resolution or referral to the appropriate manager.
- For events with 10 guests or fewer, the coordinator will assume full responsibility for the arrangements. This includes drafting contracts and deposit schedules, organizing Banquet Event Orders (BEOs), and overseeing event execution. They will serve as the primary contact for the event host regarding all planning inquiries.
- Support managers in scheduling meetings, appointments, and coordinating rentals and specialty items for events as necessary. Assist with Site Visit Alerts, Amenity traces, and VIP room inspections.
- Facilitate and assist with event requests and BEOs.
- Generate and distribute contracts, BEOs, resumes, and related catering documentation, menus, and correspondence as directed.
- Demonstrate a keen attention to detail and task orientation.
- High school diploma or equivalent required.
- A minimum of 1 year of experience in banquet service, event service, or sales administration.
- At least 1-3 years of customer service experience.
- Basic math skills with the ability to manage billing accurately.
- Strong communication skills, with proficiency in speaking, reading, writing, and understanding English.
- Preferred experience in luxury hotel environments.
- Bachelor's Degree is a plus.
- Familiarity with Delphi software.
- Advanced proficiency in Word, Excel, PowerPoint, and Outlook; daily use of these programs is expected.
Most tasks are performed indoors, with a controlled temperature environment. The role requires bending, stooping, squatting, and stretching for cleaning and filing tasks. Must be able to maintain a well-paced ability in limited spaces and lift up to 15 lbs. regularly. The position involves grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and visual acuity. Continuous communication with guests, supervisors, and colleagues is essential. Vision tasks primarily involve near vision and depth perception. Manual dexterity is necessary for operating office equipment, including computers, printers, multi-line phones, filing cabinets, fax machines, photocopiers, and other office tools as needed.
In the United States, we proudly uphold EEO principles and maintain a drug-free workplace, including pre-employment substance abuse testing.
