Corporate Events Supervisor

2 weeks ago

Rancho Palos Verdes, California, United States Terranea Full time

Position Overview:

The Event Services Coordinator at Terranea Resort plays a crucial role in overseeing all facets of event planning in alignment with the hotel's standards. This position involves coordinating details and menus for client functions while managing budgeted revenues through effective business solicitation and expenditure control.

Key Responsibilities:

  • Input and access information using property management systems.
  • Possess prior training in guest relations.
  • Maintain comprehensive knowledge of departmental policies, service procedures, and standards.
  • Ensure proper maintenance and usage of equipment, adhering to intended purposes.
  • Anticipate and respond to guest needs promptly, regardless of the time of day.
  • Foster positive guest relations consistently.
  • Be well-versed in hotel services, features, and local attractions to accurately address guest inquiries.
  • Resolve guest complaints effectively to ensure satisfaction.
  • Monitor cleanliness, sanitation, and organization of assigned work areas.
  • Conduct daily meetings with staff to review business status, schedules, and priority assignments.
  • Collaborate with the Coordinator throughout the day to ensure timely processing of clerical work.
  • Direct and evaluate staff performance, ensuring adherence to procedures and addressing deficiencies.
  • Organize and delegate follow-up tasks, maintaining familiarity with their status.
  • Review reports from previous functions, addressing any noted issues.
  • Analyze banquet sales from the previous day, resolving discrepancies with accounting while tracking revenue against budget.
  • Ensure accuracy of banquet checks from prior functions, resolving any discrepancies.
  • Assist in maintaining a departmental manual outlining all policies relevant to function bookings.
  • Ensure staff familiarity with banquet service standards to enhance facility sales.
  • Review requests for space blocking to ensure appropriate accommodations for groups while optimizing labor costs.
  • Keep client files organized and up-to-date with all necessary information.
  • Manage client communications, ensuring timely responses.
  • Answer incoming calls within three rings, utilizing proper greetings and telephone etiquette.
  • Monitor email response times, ensuring all messages are returned within 24 hours.
  • Meet with clients to finalize function details, showcasing the property and available services.
  • Propose menu options that align with client needs while maximizing revenue.
  • Where appropriate, entertain clients in hotel outlets, making reservations during non-peak times.
  • Adhere to all accounting policies regarding payments.
  • Collaborate with the Executive Chef to plan special requests and event menus, facilitating introductions.
  • Coordinate arrangements for a Chef's table when applicable.
  • Ensure all confirmed functions are accurately detailed on Banquet Event Orders, signed by clients, and distributed to relevant departments promptly.
  • Review estimated guarantees, ensuring firm confirmations are obtained within three business days prior to the function.
  • Monitor changes to Banquet Event Orders, ensuring timely communication of accurate information to departments.
  • Ensure group events are correctly posted in the system.
  • Prepare and distribute amenity request forms for designated clients, obtaining necessary approvals.
  • Inspect function room setups prior to guest arrival, ensuring alignment with client requirements and hotel standards.
  • Meet with the Chef before functions to verify arrangements and assess food presentation quality.
  • Welcome group contacts upon arrival and ensure guest satisfaction.
  • Verify that functions are adequately staffed to meet service standards.
  • Ensure staff are well-groomed, addressing any deficiencies with the Banquet Manager or Supervisor.
  • Assist in supervising function service, ensuring guest satisfaction.
  • Monitor and process all billing/payment procedures in accordance with accounting standards.
  • Observe guest reactions and collaborate with service staff to ensure satisfaction.
  • Follow up with clients post-function to ensure satisfaction and encourage re-bookings.
  • Participate in daily B.E.O. review meetings, resolving discrepancies as needed.
  • Attend designated hotel meetings, menu, and wine tastings.
  • Promote a cooperative working environment, maximizing productivity and employee morale.
  • Stay informed of current market trends and competitor research.

Additional Duties:

  • Perform all duties safely, adhering to safety procedures and reporting accidents promptly.
  • Maintain cleanliness in the immediate work area and the overall property.
  • Be vigilant regarding potential hazards that may pose risks to guests or colleagues, reporting unsafe conditions.
  • Adhere to grooming, dress, and uniform standards as per company policy.
  • Exhibit courtesy towards all guests and fellow associates.
  • Communicate effectively with peers, management, and front-of-house employees.
  • Practice active listening.
  • Perform related duties as required.
  • Uphold the company image and vision statement.
  • Deliver an exceptional guest experience.
  • Optimize financial resource utilization.
  • Engage in ongoing training and encourage the personal development of all associates.

Qualifications:

  • 3-5 years of experience as a Conference/Convention Services Manager or Event Planning Manager, preferably in a 4-5 Diamond/Star Hotel.
  • CMP certification preferred but not mandatory.
  • A college degree is preferred or equivalent experience.

Compensation:

Base Pay Start Rate: $70,000 - $78,000/Yr. + incentives.

We offer a competitive benefits package for full-time team members, including group medical, dental, vision, life, and disability benefits, along with an employee assistance program. Paid time off and sick leave are provided, and we proudly offer participation in a 401(k) plan with company matching.

Enjoy additional perks such as Team Member Rates at CoralTree properties, a Complimentary Room Night Program for you and your immediate family, complimentary monthly golf, and discounts at our retail, spa, and dining outlets.

#Terranea

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