Corporate Events Coordinator

1 week ago

Rancho Palos Verdes, California, United States Terranea Full time

Position Overview:

The role involves the meticulous planning and execution of corporate group events, encompassing activities, decor, entertainment, and transportation, under the guidance of the Destination Services Sales Managers. This position also entails assisting with various administrative responsibilities within the department.

Key Responsibilities:

  • Oversee the administration and coordination of the Destination Services Department for all corporate events, including activities, decor, entertainment, and transportation.
  • Collaborate with the Recreation department and Destination Services vendors for the weekly, monthly, and annual planning of resort activities and vendor updates across all systems.
  • Manage checks and balances of Destination Services invoices, including the creation of Purchase Orders prior to events and processing invoices.
  • Possess comprehensive knowledge of all Destination Services offerings and effectively communicate these to guests.
  • Adhere to and maintain a thorough understanding of departmental policies, service procedures, and standards.
  • Ensure proper maintenance and use of equipment, utilizing it only as intended.
  • Facilitate and implement group teambuilding events and activities, including the setup of decor.
  • Process all Destination Services charges to group master accounts or guest accounts as necessary.
  • Research and assist in the development of new group offerings, updating Destination Services files weekly with new offerings and vendors, and refreshing marketing materials for the department.
  • Book and block all Destination Service activities in Fare Harbor.
  • Confirm all arrangements for activities, decor, entertainment, and transportation for group events.
  • Create Banquet Event Orders and diagrams for each event.
  • Regularly communicate booked events with other departments, including Banquets and Conference Services.
  • Anticipate guest needs, respond promptly, and acknowledge all guests, regardless of the time of day.
  • Maintain positive guest relations and resolve complaints to ensure guest satisfaction.
  • Be knowledgeable about all hotel services/features and local attractions to accurately respond to guest inquiries.
  • Monitor and uphold cleanliness, sanitation, and organization of assigned work areas.
  • Create folders for all upcoming groups that department managers have interacted with.
  • Update master spreadsheets and project management folders for groups on a daily basis.
  • Research and assist in developing new group offerings, including vendor research, setup in our system, negotiation of payment terms, and collection of necessary documents.
  • Track budget and revenue for group events.
  • Send vendor confirmations three days prior to events with updated numbers.
  • Ensure all signed contracts are received, filed, and communicated to team members.
  • Create Event Overviews and distribute them to all team members two weeks before the event.
  • Maintain and continuously update the Department calendar.
  • Create contracts and estimates for booked business.
  • Assist in developing presentations and proposals for potential groups as requested by department Sales Managers.
  • Prepare detailed daily schedules for all upcoming activities, events, and vendor arrivals.
  • Gather all preliminary information from department managers for upcoming groups.
  • Confirm and verify all space and equipment required for each program.
  • Schedule staff for group events and activities to ensure successful execution.
  • Relay all necessary information to internal staff to guarantee successful event execution.
  • Participate in Resume meetings.
  • Create and submit expense reports as required.
  • Communicate with Accounting regarding department expenses and vendor payment needs.
  • Have a clear understanding of BirchStreet, FareHarbor, Salesforce, and POS System.
  • Order necessary supplies as approved by Sales Managers.

Additional Duties:

  • Exhibit flexibility with other aspects of the Destination Services team as requested by Sales Managers.
  • Demonstrate adaptability with other services related to the resort that may not pertain directly to guest services.

Qualifications:

  • Fluency in English, both verbal and written.
  • Ability to communicate clearly and legibly.
  • Skills to perform job functions with attention to detail, speed, and accuracy.
  • Strong prioritization and organizational skills.
  • Ability to think clearly, remain calm, and resolve problems using sound judgment.
  • Proactive problem-solving skills with the ability to anticipate department and group needs.
  • Ability to follow directions thoroughly.
  • Understanding of guest service needs.
  • Ability to work cohesively with coworkers as part of a team.
  • Capability to work with minimal supervision.
  • Flexibility with scheduling, including willingness to work early/late shifts and weekends.
  • Commitment to maintaining confidentiality of guest information and pertinent hotel data.

Experience and Education:

  • High school diploma required; college degree preferred.
  • Minimum of two years of experience in recreation, hospitality, or special events.
  • Additional experience may be substituted with relevant college coursework.
  • Fluency in a second language, preferably Spanish, is a plus.
  • Previous training in guest relations is advantageous.

Compensation:

Base Pay Start Rate: $26.00/Hr.

We offer a competitive benefits package for full-time, regular team members, including group medical, dental, vision, life, and disability benefits, as well as participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement and an employee assistance program. Paid time off and sick time are also included, along with participation in a 401(k) plan with a company match.

#Terranea

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