Event Coordination Manager

2 weeks ago

Amarillo, Texas, United States Aimbridge Hospitality Full time

Job Overview

The Event Coordination Manager plays a crucial role in orchestrating arrangements for group gatherings and conventions. This position is responsible for planning, coordinating, and executing special events, meetings, conferences, and various projects. The manager will engage in initial contract discussions and vendor service agreements while ensuring that all administrative tasks for the Sales team and the Director of Sales and Marketing are effectively managed, either personally or through subordinate supervisors. Exempt associates are expected to dedicate sufficient time during each workday to fulfill their job responsibilities.

Key Qualifications:

  • Relevant college coursework is advantageous.
  • Experience in hospitality or a related sector is preferred.
  • A High School diploma or equivalent is mandatory.
  • Proficiency in Windows operating systems is required.
  • Ability to communicate information and ideas clearly is essential.
  • Quick and accurate evaluation of alternative courses of action is necessary.
  • Ability to perform well in high-pressure situations is crucial.
  • Maintaining composure and objectivity under stress is important.
  • Effective problem-solving skills in the workplace, including anticipation and prevention of issues, are required.
  • Capability to assimilate complex information from various sources and adapt it to meet specific needs is essential.
  • Strong listening skills to understand and resolve concerns raised by colleagues and guests are necessary.
  • Basic understanding of financial information and arithmetic functions is required.

Primary Responsibilities:

  • Approach all interactions with guests and team members in a friendly, courteous, and service-oriented manner.
  • Maintain regular attendance in accordance with company standards, which may vary based on hotel needs.
  • Uphold high standards of personal appearance and grooming, including adherence to the company dress code.
  • Comply with all company standards and regulations to promote safe and efficient hotel operations.
  • Meet certification requirements applicable to the position, including Food Handlers, Alcohol Awareness, CPR, and First Aid.
  • Achieve individual booking goals as set forth.
  • Organize and maintain Sales files according to specified standards.
  • Oversee the Accounts Coverage Program.
  • Compile monthly competitive statistics for all area hotels and submit to the Director of Sales.
  • Complete all monthly reports for the Director of Sales and send to Corporate as required.
  • Draft and process all contracts, proposals, memos, and general correspondence for the sales team.
  • Prepare and distribute all banquet event orders, checks, and Daily Event Sheets for the Catering Manager.
  • Assist with the administration of the accounting system as directed by the Director of Sales.
  • Order and maintain all Sales forms and collateral as specified and participate in monthly inventory counts.
  • Answer phones for sales and catering staff if not picked up promptly; record messages as necessary.
  • Conduct monthly audits in the system for critical dates, double bookings, and rate discrepancies, and generate daily reports as needed.
  • Support the Transient Sales Manager with processing and maintaining follow-up systems for all RFPs as directed.
  • Maintain tracking systems for all Sales and Catering Managers regarding monthly commissions and rebates for groups.
  • Ensure all check requests, W9s, and POs are filed appropriately 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 accordingly.
  • Consult with client representatives to plan details such as expected attendance, display space, and food service schedules.
  • Plan, coordinate, and implement special events and meetings.
  • Engage in initial contract negotiations and vendor service agreements as needed.
  • Notify department heads of arrangements made.
  • Coordinate and organize pre- and post-conference activities.
  • Create and distribute weekly group resumes for all Sales bookings.
  • Collaborate with Banquets and AV teams to meet client needs.
  • Inspect rooms and displays to ensure they meet the group's requirements.
  • Arrange publicity for special functions and address complaints to promote goodwill.
  • Complete required system training to assist with daily responsibilities as requested.
  • Participate in monthly all-employee meetings and other management-required functions.
  • Attend weekly food and beverage meetings.
  • Familiarize oneself with all company sales policies and house rules.
  • Ensure all employees are attentive, friendly, helpful, and courteous to guests and fellow employees.
  • Meet and greet onsite contacts.
  • Order all A/V equipment for functions as applicable.
  • Handle inquiries as part of the inquiry program.
  • Perform any other duties as required.

Company Overview:

Aimbridge Hospitality is a global leader in third-party hotel management, with a diverse portfolio that includes over 1,550 hotels across all 50 states and 22 countries. Our properties range from top international lodging brands to luxury hotels, destination resorts, and lifestyle hotels. Our associates are dedicated to serving guests and achieving exceptional results, thriving in a culture that inspires everyone to excel.

Benefits:

After an initial waiting period, full-time employees are eligible for a competitive benefits package that 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.

EEO Statement:

Aimbridge Hospitality provides equal employment opportunities to all employees and applicants for employment, prohibiting discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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