Event Coordination Manager

2 weeks ago

Amarillo, Texas, United States Aimbridge Hospitality Full time
Job Overview

The Event Coordination Manager is tasked with overseeing the logistics for group gatherings and conventions. This role involves planning, organizing, and executing special events, meetings, and conferences, as well as managing various projects.

Key responsibilities include conducting initial contract discussions and vendor agreements, while ensuring that all administrative tasks for Sales roles and the Director of Sales and Marketing are effectively managed, either personally or through subordinate staff.

Exempt employees are expected to dedicate sufficient time during each workday to fulfill their job duties.

Qualifications:
  • Relevant college coursework is advantageous.
  • Experience in the hospitality sector or a related field is preferred.
  • A High School diploma or equivalent is mandatory.
  • Proficiency in Windows operating systems is required.
  • Ability to communicate information and ideas clearly is essential.
  • Quick and accurate evaluation of alternative actions is necessary.
  • Ability to perform well in high-pressure situations is crucial.
  • Maintaining composure and objectivity under stress is important.
  • Effectiveness in problem-solving within the workplace is required, including the ability to anticipate, prevent, identify, and resolve issues.
  • Capability to assimilate complex information from various sources and adapt it to meet specific needs is essential.
  • Strong listening skills to understand and address concerns raised by colleagues and clients are vital.
  • Understanding financial data and basic arithmetic functions is necessary.

Responsibilities:
  • Engage with guests and staff in a friendly, attentive, and service-oriented manner.
  • Maintain regular attendance in accordance with company standards, adapting to the hotel's needs.
  • Uphold high standards of personal appearance and grooming, adhering to the company's dress code.
  • Comply with all company standards and regulations to promote safe and efficient hotel operations.
  • Meet certification requirements relevant to the position, including Food Handlers, Alcohol Awareness, CPR, and First Aid.
  • Achieve individual booking targets.
  • Organize and maintain Sales files according to specified standards.
  • Oversee the Accounts Coverage Program.
  • Compile monthly competitive statistics for all area hotels and submit to the Director of Sales.
  • Complete all month-end reports for the Director of Sales and send to Corporate.
  • Prepare and process contracts, proposals, memos, and general correspondence for the sales team.
  • Distribute all banquet event orders, checks, and Daily Event Sheets for the Catering Manager.
  • Assist with the management of the accounting system as directed.
  • Order and maintain Sales forms and promotional materials, participating in monthly inventory counts.
  • Answer calls for the sales and catering team if not picked up promptly; record messages as necessary.
  • Conduct monthly audits in the system for critical dates, double bookings, and rate discrepancies.
  • Support the Transient Sales Manager with processing and maintaining follow-up systems for all RFPs.
  • Maintain tracking systems for commissions and rebates related to sales groups.
  • Ensure all financial documents are filed correctly and distributed to Accounting as required.
  • Oversee the efficient operation of the email system.
  • Maintain accurate logs and updates for booking statuses.
  • Consult with client representatives to plan event details, including expected attendance, display space, and food service schedules.
  • Coordinate and implement special events, meetings, and conferences.
  • Conduct initial contract negotiations and vendor agreements as needed.
  • Notify department heads of arrangements made.
  • Organize pre- and post-event meetings.
  • Create and distribute weekly group resumes for all bookings.
  • Collaborate with Banquets and AV teams based on client requirements.
  • Inspect venues to ensure they meet the group's needs.
  • Manage publicity for special functions and address any complaints to foster goodwill.
  • Complete required training to assist with daily responsibilities.
  • Participate in all-employee meetings and other management-required functions.
  • Attend food and beverage meetings as scheduled.
  • Familiarize oneself with all company sales policies and regulations.
  • Ensure that all employees are consistently friendly, helpful, and courteous to guests and colleagues.
  • Welcome and greet onsite contacts.
  • Adhere to established selling times.
  • Order necessary audio/visual equipment for events.
  • Handle inquiries as part of the inquiry program.
  • Perform any other duties as assigned.

Company Overview

Aimbridge Hospitality is a leading third-party hotel management company, with a diverse portfolio of over 1,550 hotels across all 50 states and 22 countries. Our properties range from renowned international brands to luxury hotels, destination resorts, and lifestyle accommodations.

Our dedicated associates are passionate about delivering exceptional service to our guests and achieving outstanding results, thriving in a culture that inspires excellence.


Benefits

After an initial waiting period, full-time employees are eligible for a competitive benefits package, which includes:
  • Daily Pay options
  • Medical, Dental, and Vision Coverage
  • Short-Term and Long-Term Disability Income
  • Term Life and AD&D Insurance
  • Paid Time Off
  • Employee Assistance Program
  • 401k Retirement Plan

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