Event Planning Specialist

2 weeks ago

Big Sky, Montana, United States Montage International Full time
Embrace Your Passion. Infuse Your Creativity.

At Montage International, we are dedicated to crafting unique experiences that require enthusiastic 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 explore this opportunity.

We are committed to inclusivity and provide reasonable accommodations for applicants with disabilities. Please discuss your needs with our hiring managers during the selection process.

SUMMARY

The Event Services Administrator will play a crucial role in supporting the Catering Department by offering strategic administrative assistance to the Director of Catering and Catering Sales Managers. This position is essential in aligning with the organization’s goals, objectives, vision, mission, and values.

KEY RESPONSIBILITIES

Primary areas of focus include, but are not limited to:
  • Fostering a welcoming atmosphere for guests and team members. Manage initial inquiries, provide essential catering information, and direct qualified leads to the catering manager for follow-up or appointments. Address questions and concerns, ensuring resolution or appropriate referrals to management.
  • For events accommodating 10 guests or fewer, the coordinator will take full ownership of 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 event hosts regarding planning inquiries.
  • Assist management in scheduling meetings, appointments, and coordinating rentals and specialty items for events as necessary. Support 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 high level of attention to detail and task orientation.
QUALIFICATIONS
  • 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 accurately manage billing.
  • Strong communication skills with proficiency in speaking, reading, writing, and understanding English.
  • Experience in luxury hotel settings is highly preferred.
  • Bachelor's Degree is advantageous.
  • Familiarity with Delphi software.
  • Proficient in Microsoft Word, Excel, PowerPoint, and Outlook; daily use of these programs is expected.
PHYSICAL REQUIREMENTS

Most tasks are performed indoors with a controlled environment. The role requires bending, stooping, squatting, and stretching for cleaning and filing tasks. Ability to lift up to 15 lbs. regularly is necessary. The position involves continuous talking and hearing for effective communication with guests, supervisors, and colleagues. Visual acuity is essential, with common functions including near vision and depth perception. Manual dexterity is required for operating office equipment such as computers, printers, and multi-line phones.

Montage International is proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and conduct pre-employment substance abuse testing.

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