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Event Coordination Specialist

2 months ago

Caledonia, Wisconsin, United States Bear Country Inc Full time
Job Overview

Position Title: Groups/Event Specialist

Location: Bear Country Inc.

Reports To: Events/Groups Manager

Position Summary:

The Groups/Event Specialist is integral to the effective planning, execution, and oversight of group reservations and events at Bear Country Inc. This vibrant role demands a meticulous individual with outstanding organizational, communication, and customer service capabilities. The successful candidate will excel in multitasking, delivering exceptional guest experiences, and supporting the administrative functions of the Events and Groups Manager.

Key Responsibilities:

Event Management:

  • Assist in the organization of group/event reservations and payment processing.
  • Ensure that the venue and facilities are clean, organized, and well-prepared before and during events.
  • Oversee event operations, addressing guest needs promptly and professionally.
  • Conduct closing procedures post-events to secure the venue for future use.

Client Engagement:

  • Conduct tours for potential clients, providing comprehensive venue walkthroughs and addressing inquiries.
  • Communicate with clients regarding upcoming reservations, procedures, and requirements.
  • Respond to inquiries through various channels, ensuring timely and professional communication.

Administrative and Sales Support:

  • Provide administrative assistance to the Events and Group Manager, including waiver checks and preparation of group materials.
  • Manage on-site group events and field trips, ensuring a seamless experience for participants.
  • Identify opportunities to engage with local schools through fundraising and community activities.
  • Support fundraising initiatives by coordinating group bookings and managing related tasks.
  • Facilitate the scheduling of group events, including educational trips, corporate outings, and other activities.
  • Assist in the planning and scheduling of special events.
  • Answer phone inquiries professionally, directing them to the appropriate departments.

Additional Responsibilities:

  • Participate in community events to promote Bear Country Inc., engaging with the public and sharing information.
  • Perform other duties as assigned by the Events and Group Manager to enhance event success.
  • Provide support in various departments as needed.
  • Assist with operations during special seasonal events.

Qualifications:

  • Experience in event planning, hospitality, or a related field is preferred.
  • Strong organizational skills with the ability to manage multiple priorities.
  • Excellent communication and interpersonal abilities.
  • Proficiency in event management software and Microsoft Office Suite.
  • Willingness to work flexible hours, including evenings and weekends.
  • Customer-focused mindset with a dedication to exceptional service.
  • Able to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications:

  • Experience with CRM systems.
  • Bilingual in Spanish.
  • Background in sales.

Physical Requirements:

  • Ability to stand and walk for extended periods during events.
  • Capability to lift and move objects up to 25 pounds.