Event Coordination Manager

2 weeks ago

Portland, Maine, United States The Portland Regency Hotel & Spa Full time

The Portland Regency Hotel & Spa is seeking an Event Coordination Manager to enhance our team. This distinguished Historic Hotel of America is situated in a vibrant area, ideal for hosting events.

Comprehensive Benefits: Our full-time employees enjoy a range of benefits including Medical, Dental, Life, and Short-Term Disability insurances, as well as Holidays and Paid Time Off. Part-time employees receive Sick Time benefits. All staff members benefit from HHA Discounts, access to the Fitness Center, Uniform provisions, Parking, and Employee Meals. Additionally, we offer a 401k plan with a matching contribution after one year of service.

Position Overview: The Event Coordination Manager is responsible for overseeing all facets of conference and event services, ensuring meticulous planning, coordination, and execution of meetings, conferences, and events. This role requires close collaboration with clients, vendors, and hotel personnel to deliver outstanding service and surpass client expectations.

Key Responsibilities:

  • Client Engagement: Act as the primary liaison for conference and event clients, ensuring their requirements and expectations are fulfilled throughout the planning and execution stages.
  • Event Strategy: Create comprehensive event plans, including room configurations, timelines, and catering options, ensuring all logistical elements are meticulously addressed. Collaborate with the Executive Chef to design innovative menus and pricing for specialized offerings.
  • Execution Oversight: Partner with the banquet department to ensure smooth event operations and execution, demonstrating the ability to quickly assess alternatives and determine effective action plans.
  • Interdepartmental Coordination: Work with various hotel departments, including culinary, banquets, housekeeping, and audiovisual services, to guarantee seamless event execution.
  • Budget Management: Develop and oversee event budgets, providing precise cost estimates while ensuring profitability. Finalize confirmed booking requirements while maximizing revenue potential through upselling and maintaining effective communication across departments.
  • Banquet Event Order Management: Negotiate with clients to create appealing menu presentations and event proposals, aiming for maximum revenue and fulfillment of contractual obligations.
  • Room Block Management: Establish and implement checklists for Sales Managers to ensure adherence to Group Room Block cutoff dates, addressing discrepancies in weekly Sales Meetings.
  • Event Communication: Maintain regular communication with Kitchen and Banquet staff regarding upcoming event details and execution plans.
  • Quality Assurance: Monitor events to ensure they align with the hotel's quality standards and client specifications, providing ongoing evaluations based on guest feedback.
  • Issue Resolution: Proactively address and resolve any challenges that arise during the planning and execution of events.
  • Record Keeping: Maintain accurate documentation of all events, client interactions, and financial transactions, providing regular updates to the Director of Sales & Marketing.
  • Post-Event Engagement: Express gratitude to clients for their business, send final invoices, solicit feedback, and ensure clients feel valued for potential repeat business.
  • Technical Proficiency: Acquire in-depth knowledge of relevant systems and software, managing and optimizing Events Management Systems to their fullest potential.
  • Sales Collaboration: Support Sales Managers in securing new business by providing insights during proposal and negotiation processes.
Qualifications:

To excel in this role, candidates must demonstrate the ability to perform each essential duty satisfactorily. The following qualifications are essential:

Mathematical Proficiency:
Ability to perform basic mathematical operations and interpret data effectively.

Technical Skills:
Proficiency in hotel software programs and Microsoft Office Suite, including Excel, Word, and PowerPoint.

Education and Experience:
A minimum of a college certificate or equivalent experience in a related field.

Language Proficiency:
Ability to read, analyze, and interpret business documents and effectively communicate with various stakeholders.

Reasoning Skills:
Ability to solve practical problems and interpret a variety of instructions.

Physical Requirements:
Ability to perform essential functions of the job, including occasional lifting and moving of items.

Work Environment:
Exposure to moderate noise levels and occasional mechanical parts.

Safety Compliance:
Adhere to safety protocols and report any incidents to a supervisor promptly.

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