Conferences and Events Coordinator

5 hours ago

Miami, Florida, United States Gale Hotels Full time
Job Summary

This role involves planning, organizing, and coordinating events and guest accommodations for assigned group accounts, ensuring compliance with hotel policies and quality standards to deliver excellent customer service, boost profitability, and encourage repeat business.

Key Responsibilities
  • Respond promptly and professionally to all guest needs and requests.
  • Act as the primary point of contact between the hotel and event planners, ensuring the success of events. This includes gathering rooming lists, managing billing processes, overseeing group room allocations, greeting VIPs, managing amenity requests, coordinating event logistics, liaising with outside vendors, and enforcing contract terms.
  • Prepare event summaries for each group, providing hotel departments with an overview and schedule of the event, including the meeting agenda, audiovisual requirements, VIP details, billing arrangements, and special requests.
  • Organize group food and beverage events, assisting with menu and wine selections, decorations, entertainment, and audiovisual needs.
  • Develop and execute accurate banquet event orders detailing the event schedule, menu items, room setup, and billing details.
  • Welcome clients upon arrival, conducting a pre-conference review with them, introducing key hotel department heads, and reviewing event and guest arrival details.
  • Communicate any last-minute changes to group functions with the hotel staff and ensure proper follow-up for guest satisfaction.
  • Conduct post-event reviews with clients, presenting final bills and group master accounts if applicable.
  • Review client bills for accuracy and timeliness, maximizing repeat business opportunities. Prepare and communicate any cancellation or attrition charges. Include thank you notes and meeting feedback forms with every invoice, addressing any feedback as per hotel standards.
  • Participate in daily, weekly, and monthly meetings as directed.
  • Collaborate with the Director of Sales and Catering to create a monthly forecast of group food and beverage revenue, aiming to meet monthly goals for maximizing revenue.
  • Accurately manage and maintain client information and reports using the Envision system.
  • Uphold the professional standards set by Gale Hotels and take part in special projects as needed.
  • Perform other duties as assigned.
Requirements
  • Education: Associate degree or equivalent from a four-year institution; or two years of related experience/training; or a combination of education and experience.
  • Experience: Proficiency in using computers, phones, and other office equipment. Experience with the Ivvy Sales System is a plus. Knowledge of Delphi or Salesforce is also advantageous.
  • Hours: Work schedule varies depending on hotel needs.
Language Skills
  • Ability to read and comprehend simple instructions, short correspondence, and memos.
  • Ability to write simple correspondence.
  • Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Reasoning Ability
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
  • Ability to deal with problems involving several concrete variables in standardized situations.
Physical Demands
  • While performing the duties of this job, the employee is regularly required to sit for prolonged periods and talk or listen.
  • The employee frequently is required to use their hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms.
  • Specific vision abilities required by this job include close vision and color vision.
  • Able to lift up to 15 pounds at time.
Work Environment
  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This job is performed in an office environment with a moderate noise level.
  • We are an EEO Company that provides a competitive salary and comprehensive benefits package to all full-time regular Employees.

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