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Corporate Events Coordinator

2 months ago

Rancho Palos Verdes, California, United States Terranea Full time

Position Overview:

The role involves overseeing the planning and execution of corporate group events, including various activities, decor, entertainment, and transportation, under the guidance of the Destination Services Sales Managers. This position also encompasses a range of administrative responsibilities within the department.

Key Responsibilities:

  • Administer and coordinate the Destination Services Department for all corporate events, including activities, decor, entertainment, and transportation.
  • Collaborate with the Recreation department and Destination Services vendors for ongoing planning of resort activities and vendor updates.
  • Manage checks and balances for Destination Services invoices, including the creation of Purchase Orders and processing invoices.
  • Possess comprehensive knowledge of all Destination Services offerings and effectively communicate this to guests.
  • Adhere to departmental policies, service procedures, and standards.
  • Ensure proper maintenance and usage of equipment, utilizing it only as intended.
  • Facilitate group teambuilding events and manage decor setup.
  • Process Destination Services charges to group master accounts or guest accounts as necessary.
  • Research and develop new group offerings, updating Destination Services files and marketing materials regularly.
  • Book and block all Destination Service activities in Fare Harbor.
  • Confirm all aspects of activities, decor, entertainment, and transportation for group events.
  • Create Banquet Event Orders and diagrams for each event.
  • Communicate booked events with other departments regularly.
  • Anticipate and respond to guest needs promptly, ensuring a positive guest experience.
  • Maintain cleanliness and organization of assigned work areas.
  • Create and manage folders for upcoming groups and update project management folders daily.
  • Research and onboard new vendors, negotiating payment terms and collecting necessary documentation.
  • Track budget and revenue for group events.
  • Send vendor confirmations with updated numbers.
  • Ensure all signed contracts are received, filed, and communicated to team members.
  • Create and distribute Event Overviews to team members prior to events.
  • Maintain and update the Department calendar.
  • Create contracts and estimates for booked business.
  • Assist in developing proposals for potential groups as requested.
  • Prepare detailed daily schedules for activities, events, and vendor arrivals.
  • Gather preliminary information from department managers for upcoming groups.
  • Verify all space and equipment needs for each program.
  • Schedule staff for group events to ensure successful execution.
  • Relay necessary information to internal staff for effective event execution.
  • Participate in Resume meetings.
  • Submit expense reports as needed.
  • Coordinate with Accounting regarding department expenses and vendor payments.
  • Understand and utilize systems such as BirchStreet, FareHarbor, Salesforce, and POS System.
  • Order necessary supplies as approved by Sales Managers.

Additional Responsibilities:

  • Demonstrate flexibility with other aspects of the Destination Services team as requested.
  • Assist with other services related to the resort as needed.

Qualifications:

  • Fluency in English, both verbal and written.
  • Strong communication skills.
  • Ability to perform tasks with attention to detail, speed, and accuracy.
  • Effective prioritization and organizational skills.
  • Capability to remain calm and resolve issues using sound judgment.
  • Proactive problem-solving skills with an understanding of guest service needs.
  • Ability to work collaboratively with team members.
  • Willingness to work flexible hours, including early/late shifts and weekends.
  • Maintain confidentiality of guest information and hotel data.

Experience and Education:

  • High school diploma required; college degree preferred.
  • Minimum of 2 years of experience in recreation, hospitality, or special events.
  • Additional experience may substitute for educational requirements.
  • Fluency in a second language, preferably Spanish, is advantageous.
  • Previous training in guest relations is preferred.

Compensation:

Base Pay Start Rate: $26.00/Hr.

A competitive benefits package is available for full-time team members, including medical, dental, vision, life, and disability benefits, along with participation in a flexible benefit plan for healthcare and dependent care reimbursement, and an employee assistance program. Paid time off and participation in a 401(k) plan with company match are also offered.

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