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Event Operations Manager

2 months ago

Williamsburg, Virginia, United States Kingsmill Resort Full time
Event Operations Manager

Overview: The Event Operations Manager plays a crucial role in orchestrating and overseeing client requirements and expectations for group gatherings, including meetings, banquets, exhibitions, recreational activities, and other events associated with group reservations at Kingsmill Resort. This position collaborates closely with Corporate and Association clients, as well as Kingsmill's sales and operational teams, to ensure that programs are meticulously planned and executed. The role reports directly to the Director of Event Management.

Responsibilities:
  • Guarantee that events arranged by Corporate and Association clients are planned, scheduled, and executed in alignment with client expectations at Kingsmill Resort, encompassing accommodations, golf, spa services, banquets, and destination offerings.
  • Serve as the primary point of contact between the group and Kingsmill Resort departments, ensuring seamless communication of information to operating teams.
  • Ensure the timely and precise completion of Banquet Event Orders (BEOs), resumes, welcome packets, and other pertinent documents for both client approval and internal scheduling.
  • Provide prompt introductions and maintain ongoing communication with clients following file turnover.
  • Oversee room blocks, reservation deadlines, rooming lists, VIP amenities, and arrangements.
  • Ensure compliance with all contractual agreements throughout the planning and on-site processes.
  • Manage the distribution of written materials to clients and internal staff, including cost estimates, proposals, resumes, and meeting planner kits.
  • Assist the Sales Team with proposals and site visits for prospective clients as needed.
  • Promote additional revenue-generating programs, including menus, amenities, destination services, recreational activities, audiovisual needs, themed events, transportation, and spa services.
  • Maintain a comprehensive understanding of Kingsmill's features and advantages compared to competitors.
  • Stay informed about industry trends in hospitality, as well as food and beverage developments.
  • Attend events and programs to ensure that customer expectations are met on the event day.
  • Coordinate off-site events and procure tickets for local attractions.
  • Process post-event documentation, including booking recaps, room assessments, and final banquet event orders.
  • Conduct post-event follow-ups to evaluate outcomes, ensure proper billing/payments, and facilitate future re-bookings.
  • Assist in the planning of social and wedding events as required.
  • Develop detailed plans for corporate meetings, social gatherings, and events.
  • Manage guest room block responsibilities.
  • Perform additional duties as assigned.
Qualifications:
  • Strong interpersonal skills to effectively engage with clients, meeting planners, and social guests.
  • Excellent verbal and written communication abilities.
  • Robust organizational skills with the capacity to manage multiple groups and tasks simultaneously.
  • Professional appearance and demeanor.
  • Proficient in Microsoft Office; experience with Delphi is preferred.
  • Knowledgeable in audiovisual equipment, room block management, banquet services, culinary operations, and event logistics.
  • Demonstrated creative problem-solving skills with decision-making capabilities.
  • Physical ability to lift, push, pull, and carry up to 25 lbs, as well as stand, walk, stoop, kneel, crouch, reach, bend, and perform repetitive actions for extended periods.

• High School Diploma and 2 to 4 years of supervisory or assistant planning experience in hotel operations are required.

• A four-year college degree in Hospitality Management or a related field is strongly preferred.
  • Willingness to work flexible hours, including days, nights, weekends, and holidays.