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Corporate Event Coordinator

2 months ago

Portland, Oregon, United States Crescent Services Full time

Position Overview:

The role of the Executive Meeting Manager encompasses a variety of responsibilities that are crucial for the successful execution of corporate events.

Key Responsibilities:

– Engage with group clients to thoroughly understand their event requirements and create detailed resumes and/or Banquet Event Orders (BEOs) for the operations team, covering aspects such as timing, flow, and setup.

– Adhere to the contractual terms and conditions to support the account executive effectively.

– Ensure timely production and distribution of written communications to the operations team.

– Design client menus, draft contracts (BEOs), and letters, while coordinating all arrangements necessary for event planning.

– Act as a liaison to various departments and partners to facilitate the sale of additional products and services, including audiovisual support and printing services.

– Supervise the operational execution of programs, keeping the sales team informed of progress.

Additional Duties:

  • Proactively seek new catering opportunities and nurture existing client relationships through outreach and site inspections.
  • Craft well-structured proposals and presentations to potential clients.
  • Ensure high-quality event execution to surpass guest satisfaction metrics.
  • Conduct presentations to local destination companies and maintain a contact database for ongoing engagement.
  • Collaborate with the culinary team to plan menus and create custom offerings as needed.
  • Provide comprehensive event details to the operations team for seamless execution.
  • Oversee events alongside the banquet captain to ensure successful execution and encourage rebooking.
  • Manage budget expectations to meet financial goals.
  • Negotiate catering contracts within company guidelines and revenue parameters.
  • Conduct site inspections with prospective clients and organize tasting events as appropriate.
  • Stay informed about market trends and catering preferences to provide insightful recommendations.
  • Build a network with destination management companies for referrals and maintain engagement throughout the year.
  • Develop and implement action plans for regular outside sales calls and maintain an updated contact database to promote special offers.
Collaboration with Operations Team:

– Work closely with the operations team to finalize billing, manage reward points, and process refund requests.

– Ensure reservations are on track and address any potential shortfalls in achieving revenue targets through proactive communication.

– Collaborate with the operations team to ensure all event details are meticulously covered and executed to exceed client expectations.

Qualifications:

Preferred Skills:

  • Team Player: Collaborates effectively within a group.
  • Enthusiastic: Demonstrates a genuine passion for the role.
  • Detail-Oriented: Pays close attention to all aspects of tasks to ensure excellence.
  • Dedicated: Committed to achieving goals with integrity.
Experience:

– A minimum of one year of relevant experience is preferred.