Event Services Coordinator

1 week ago

South Lake Tahoe, California, United States Aimbridge Hospitality Full time

Job Overview

The Event Services Coordinator plays a vital role in supporting the Director of Sales & Marketing, along with Convention Services Managers and Sales Managers, to ensure guest satisfaction through effective communication and administrative support related to hotel and guest interactions. This position also involves light sales responsibilities for small groups and events.

Key Qualifications:

  • Relevant college coursework is advantageous.
  • Prior experience in hospitality or a related sector is preferred.
  • A high school diploma or equivalent is mandatory.
  • Typing speed of 55+ words per minute is required.
  • Proficiency in Microsoft operating systems, including OnQ and Delphi, is essential.
  • Ability to communicate information and ideas clearly is necessary.
  • Quick and accurate decision-making skills are crucial.
  • Ability to thrive in high-pressure environments is expected.
  • Maintaining composure and professionalism under stress is vital.
  • Proficiency in problem-solving and conflict resolution is required.
  • Ability to assimilate and adapt complex information from various sources is important.
  • Effective listening and understanding skills are essential for addressing concerns from colleagues and guests.
  • Basic financial literacy and arithmetic skills are necessary.

Primary Responsibilities:

  • Engage with guests and team members in a friendly, attentive, and service-oriented manner.
  • Adhere to attendance standards as per company policies, with flexibility for varying schedules, including weekends and holidays as needed.
  • Uphold high standards of personal grooming and appearance in line with company dress code policies.
  • Follow all company standards and regulations to promote safe and efficient hotel operations.
  • Organize and maintain sales files according to established guidelines.
  • Manage the Accounts Coverage Program effectively.
  • Handle incoming calls professionally, ensuring inquiries are addressed accurately and promptly.
  • Prepare sales contracts, BEOs, correspondence, reports, and other necessary documentation for the sales team.
  • Maintain an organized filing system to enhance office efficiency.
  • Ensure the Delphi system is consistently accurate and functioning properly.
  • Assist managers with creative projects, including proposals and special events.
  • Facilitate timely communication and paperwork flow within the department and with other departments.
  • Collaborate with Convention Services Managers to detail upcoming events and confirm arrangements.
  • Distribute BEOs, changes, rooming lists, and signed contracts to relevant departments.
  • Assist clients with minor requests and complete necessary documentation for management.
  • Conduct site inspections as required.
  • Enter group pickup data daily and maintain records in Delphi and for month-end reporting.
  • Manage the flow of thank-you letters for groups and events, ensuring proper distribution and filing.
  • Monitor and order office supplies and sales materials to maintain adequate stock levels.
  • Contact clients for guarantee numbers for events and manage AV orders.
  • Organize in-house deliveries, welcome letters, and transportation schedules as needed.
  • Perform additional tasks related to Sales, Marketing, and Convention Services as directed by management.
  • Familiarize oneself with all company sales policies and operational guidelines.
  • Ensure all team members are consistently friendly, helpful, and courteous to guests and colleagues.

Company Overview:

Aimbridge Hospitality is a leading global 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 and lifestyle resorts. Our dedicated associates are committed to delivering exceptional service and achieving outstanding results in a culture that inspires excellence.

Benefits:

Full-time employees are eligible for a comprehensive benefits package, which includes:

  • Daily Pay options available.
  • 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.

Compensation:

Minimum: USD $19.32/Hr.

Midpoint: USD $24.16/Hr.

Maximum: USD $28.99/Hr.

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