Event Planning Specialist

1 day ago

Santa Clara, California, United States iCHiNA Full time
Job Description

iCHiNA is seeking a skilled Event Planning Specialist to oversee events at our restaurant. As a key member of our team, you will work closely with the management team to promote the restaurant as the ideal space for our clients' next event.

The Event Planning Specialist will be responsible for organizing and coordinating events of varying sizes and purposes, generating and cultivating sales leads, promoting the restaurant, building and maintaining client relationships, and conducting site visits. You will maintain client files, provide client contracts, book groups into our reservations system, and ensure that the event itself is carried out smoothly.

Key Responsibilities:


Understanding iCHiNA's concept and accurately introducing the restaurant to potential clients


Receive and respond to incoming telephone calls and emails in accordance with iCHiNA Standards and assist with overflow calls for Sales & Marketing, Food & Beverage, and Corporate Office.


Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, schedule of events, printed menus, and e-mails using MS Word.


Maintain accounts, including traces, creating, sourcing, and updating bookings, manipulating events and the preparation of Banquet Event Orders.


Facilitate all aspects of internal iCHiNA Banquets & Events Meeting Program under the guidance of the General Manager.


Complete distribution of Event correspondence to iCHiNA operating departments as required. Examples: Gift Cards, Resumes and Banquet & Events Orders.


Maintain the various Banquet & Events file systems, both electronic and paper, including Account Files, Program Evaluation Database, for Banquet Event Orders and Resumes.


Operates a variety of electronic and manual office resources, including but not limited to laser printers, multi-function copy machines, fax machines, and paging systems.


Comply with iCHiNA standards for sales and marketing, while working harmoniously and professionally with co-workers and Management team.


Periodically assist with front of house operations including greeting and directing guests, manning hospitality desks, and working with Banquets on setup and clean up when necessary.


Perform other tasks or projects as assigned by management.


Maintain an inventory of all standard department supplies and printed materials, including but not limited to Catering Corporate and wedding packets, special menu cards and velum.


Assist clients and seek out solutions to requests in a friendly, caring, and helpful manner.


Perform all tasks in the absence of the General Manager.


Respond efficiently and accurately to customer complaints


Coordinate event needs with General Manager and Head Chef


Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service


Ensure compliance with sanitation and safety regulations


Manage restaurant's good image and suggest ways to improve it


Promote the brand in the local community through word-of-mouth and restaurant events


Recommend and implement ways to reach a broader audience (e.g. social media ads)

Requirements


Proven customer service experience as a Event Coordinator, secretarial, restaurant, and/or related experience


Familiarity with restaurant management software, like OpenTable and Toast


Strong motivational and people skills


Must provide a work authorization document - proof of eligibility to work in the United States of America.


Must be able to work on weekends, holidays and late nights.


Requires reading, writing and oral proficiency in the English language. Also, proficiency in Mandarin -preferred.


Working well under pressure requires multitasking and being a team player


Detail oriented, well developed organizational skills and a strategic thinker


Food and Beverage knowledge

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