Event Services Coordinator

2 weeks ago

Danvers, Massachusetts, United States Aimbridge Hospitality Full time

Position Overview

The Event Services Coordinator plays a crucial role in achieving the designated goals for conventions and events, directly contributing to the overall success of the hotel. This individual is tasked with delivering exceptional service to clients and groups while ensuring compliance with the established food and beverage requirements.

Working closely with the Director of Catering and Convention Services, the Event Services Coordinator aims to meet the hotel's revenue targets, enhance meeting planner satisfaction, and fulfill food and beverage objectives across one or more assigned properties.

Key Responsibilities

Qualifications:

  • Completion of relevant college coursework is advantageous.
  • Prior experience in a hotel or related industry is preferred.
  • A high school diploma or equivalent is mandatory.
  • Proficiency in Windows operating systems is required.
  • Ability to communicate information and ideas effectively.
  • Quick and accurate evaluation of alternative courses of action is essential.
  • Capability to thrive in high-pressure situations.
  • Maintaining composure and objectivity under stress is crucial.
  • Proficient in problem-solving and proactive in identifying potential issues.
  • Ability to assimilate complex information from various sources and adapt as necessary.
  • Effective listening and understanding skills to address concerns from colleagues and guests.
  • Competence in handling financial data and basic arithmetic functions.

Responsibilities:

  • Organize and maintain sales files according to specified standards.
  • Implement and manage the Accounts Coverage Program.
  • Conduct proactive solicitation calls, arrange tours, and entertain clients based on their specific needs.
  • Compile monthly competitive statistics of local hotels and submit to the Director of Sales.
  • Prepare and send all 'Month End' reports to Corporate as required.
  • Draft and process contracts, proposals, memos, and correspondence for the sales team.
  • Ensure timely and accurate distribution of banquet event orders and related documentation.
  • Manage inventory of sales forms and collateral, participating in monthly counts.
  • Answer calls for the sales and catering team, recording messages as necessary.
  • Conduct monthly audits in the Delphi system for critical dates and discrepancies.
  • Assist the Transient Sales Manager with RFP processing and follow-up systems.
  • Maintain a trace system for commissions and rebates for groups.
  • Oversee the efficient operation of the email system.
  • Audit the GRC log monthly for accuracy and update booking statuses.
  • Collaborate with client representatives to plan event details, including expected attendance and service schedules.
  • Coordinate and implement special events, meetings, and conferences.
  • May involve initial contract negotiations and vendor agreements.
  • Ensure timely communication of changes to relevant departments.
  • Organize pre and post-conference activities.
  • Create and distribute weekly group resumes for all bookings.
  • Work closely with Banquets and AV teams to meet client needs.
  • Inspect venues for alignment with client expectations.
  • Facilitate publicity for special functions and address any complaints to foster goodwill.
  • Complete necessary training as requested by the Director of Sales.
  • Perform any additional duties as assigned.

Company Overview

Aimbridge Hospitality stands as a global leader in third-party hotel management, boasting 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, destination resorts, and lifestyle accommodations. Our dedicated associates are passionate about delivering exceptional guest experiences and achieving outstanding results, thriving in a culture that inspires excellence.

Benefits

Upon completion of an initial waiting period, full-time employees are eligible for a competitive benefits package that includes:

  • Daily Pay options.
  • Comprehensive 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.

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