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Event Coordination Manager

2 months ago

Danvers, Massachusetts, United States DoubleTree Boston North Shore Full time
Job Overview

The Event Coordination Manager plays a crucial role in achieving designated event objectives that align with the overall success of the hotel. This individual is tasked with efficiently servicing clients and groups while ensuring adherence to the established food and beverage minimums.

Working closely with the Director of Catering/Convention Services, the Event Coordination Manager will strive to meet the hotel's revenue targets, enhance meeting planner satisfaction ratings, and fulfill food and beverage objectives for one or more designated properties.

Management-level associates are expected to dedicate sufficient time each workday to fulfill their job responsibilities; for OEM associates, overtime policies apply and are calculated accordingly.

Key Qualifications:
  • Relevant college coursework is advantageous.
  • Experience in hospitality 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 effectively.
  • Capability to quickly and accurately evaluate and select among alternative courses of action.
  • Ability to perform well in high-pressure situations.
  • Maintain composure and objectivity under stress.
  • Effectively handle workplace challenges, including anticipating, preventing, identifying, and resolving issues as necessary.
  • Ability to assimilate complex information from various sources and adapt it to meet specific needs.
  • Skilled in listening, understanding, clarifying, and addressing concerns raised by colleagues and clients.
  • Competent in working with financial data and basic arithmetic functions.
Core Responsibilities:
  • Organize and maintain sales files according to specified standards.
  • Oversee the Accounts Coverage Program.
  • Proactively conduct solicitation calls, provide tours, and entertain clients based on the specific needs of the assigned property.
  • Compile monthly competitive statistics of local hotels and submit to the Director of Sales.
  • Prepare and send all 'Month End' reports to Corporate in a timely manner.
  • Draft and process contracts, proposals, memos, and general correspondence for the sales team.
  • Prepare and distribute all banquet event orders, banquet checks, and Daily Event Sheets for the Catering Director promptly and accurately.
  • Order and maintain all sales forms and collateral as required, participating in monthly inventory counts.
  • Answer calls for the sales and catering team if not picked up within three rings; record messages as necessary.
  • Conduct monthly audits in the Delphi system for critical dates, double bookings, and rate discrepancies, generating daily reports as needed.
  • Assist the Transient Sales Manager with processing, distribution, and follow-up for all RFPs as directed.
  • Maintain a trace system for all Sales and Catering Managers regarding monthly commissions and rebates for respective groups.
  • Ensure check requests, W9s, and POs are properly filed and distributed to Accounting as received.
  • Oversee the efficient operation of the email system.
  • Maintain an accurate GRC log audit monthly and update booking statuses as necessary.
  • Consult with client representatives to plan event details, including expected attendance, display space, and food service schedules.
  • Plan, coordinate, and implement special events, meetings, conferences, and projects.
  • May engage in initial contract negotiations and vendor service agreements, including upselling food and beverage options.
  • Ensure timely communication of changes to affected departments and operations leaders.
  • Coordinate and organize pre- and post-event meetings.
  • Create and distribute weekly group resumes for all sales bookings.
  • Collaborate directly with Banquets and AV teams to meet client needs.
  • Inspect rooms and displays to ensure they meet the requirements and expectations of the group.
  • Manage publicity for special functions, address complaints, and perform other duties to foster goodwill.
  • Complete and pass required system training to assist with daily responsibilities as requested.
  • Perform any additional duties as required.
Company Overview

As a leader in third-party hotel management, our expanding portfolio encompasses over 1,550 hotels across various locations, representing top international lodging brands, luxury hotels, destination resorts, and lifestyle properties. Our dedicated associates worldwide are passionate about delivering exceptional service and achieving outstanding results, thriving in a culture that inspires everyone to excel. Join a world of opportunities with DoubleTree Boston North Shore.

Benefits

Following an initial waiting period, full-time employees are eligible for a competitive benefits package that includes:
  • Now offering Daily Pay - inquire for more details.
  • 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.