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Events Coordinator

2 months ago

Des Plaines, Illinois, United States VH-H Rosemont LLC Full time
Job Summary

We are seeking a highly skilled and organized Events Manager to join our team at VH-H Rosemont LLC. The successful candidate will be responsible for managing, coordinating, and executing group assignments turned over by the Sales Department.

Key Responsibilities
  • Monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage, and special concessions.
  • Effectively communicate to all hotel departments the information necessary to successfully execute the group's needs while maintaining a good client relationship.
  • Manage room blocks according to contract, utilizing group history reports and information given by clients to maximize hotel revenue.
  • Review sales contracts and other important information, such as room block, cut-off date, special concessions, and attrition clauses.
  • Update Hotel System with client information, including name, address, contact information, sales manager's information, room count, remarks, comments, payment information, and other required details.
  • Responsible for obtaining direct bill applications and getting them to the accounting department for credit approvals of groups arriving at the property 90 days prior to arrival, if applicable.
  • Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business within a 5% variance.
  • Responsible for obtaining rooming lists, monitoring rooming list cut-off dates, getting menu details, meeting room setups, refreshment break needs, postings, and any other additional needs of the client to ensure a successful event at the property.
  • Produce and distribute resumes two weeks prior to the first day of main group arrival and communicate any changes and updated information to hotel departments.
  • Participate in site visits and plan meetings for upcoming groups.
  • Act as a liaison between the sales and operations department of the hotel to ensure a successful event for the clients and all of the client's needs are met and communicated accurately and efficiently to all departments of the hotel.
  • Participate in Pre/Post Convention meetings and review final invoices with clients upon request.
  • Greet all clients as they arrive at the hotel to ensure they have all required items per the BEOs.
  • Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.
  • Produce and distribute convention resumes two weeks prior to the first day of main group arrival and communicate any changes and updated information to hotel departments.
  • Distribute BEOs for group and affiliates 10-14 days prior to events.
  • Generate thank-you notes and service evaluations for group clients in conjunction with the Sales Manager.
Requirements
  • Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
  • Must be able to read and write to facilitate communication.
  • Requires good communication skills, both verbal and written.
  • Must possess basic computational ability.
  • Must possess computer skills, including accounting programs, Microsoft Word, and Excel.
  • Excellent inter-personal and sales-related skills.
  • Exceptional organizational and supervisory skills.
  • Exceptional food and beverage knowledge and pricing.
Availability

This company operates seven days a week, 24 hours a day. Generally, the position works Monday through Friday with hours varied based on business demand. At times, it may be necessary to move you from your accustomed work day, to include Saturdays and Sundays, or time of work if business or task assignments demand.