Events Coordinator

2 weeks ago

New York, NY, United States Firmdale Hotels Full time

Step into the heart of hospitality at The Whitby Hotel We're looking for a dynamic Events Coordinator to support our team in creating memorable, beautifully executed events from start to finish.

1. Primary Role

The Events Coordinator is responsible for support the Events managers in proposing, contracting, and detailing events across all segments.

2. Essential Functions

The Events Coordinator will consistently demonstrate Firmdale Core Values, Attention to Detail, Enthusiasm, Passion, Relationships and Resilience while executing primary duties including the following essential functions:

  • The focus of the role will be to receive, communicate, and input inquiries, maintain departmental systems, and detail meeting spaces, food & beverage and special concessions and assist with administration of the department
  • Receive initial inquires, providing preliminary information, and qualifying leads across segments
  • Spearhead communication with the client throughout the planning process once the contract is signed to organize details and compile the Banquet Event Order and other documents accurately
  • Generate daily, weekly and monthly reports
  • Assists with preparing sales proposals and contracts as needed, often communicating with clients on Sales Manager's behalf
  • Review each event's details including contracted room hire, food & beverage minimum spend, menu selection/guest count due date, special concessions and attrition clauses and validate with client via turnover letter
  • Monitor and enforce program deadline dates
  • Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to reflect the confirmed booking.
  • Produce and send receipts and invoices to clients for deposits and final billing.
  • Distribute BEOs for group and affiliates 6-12 days prior to events
  • Participate in site visits as needed and plan meetings for upcoming events
  • Assist managers in scheduling appointments, and coordinating rentals and specialty items for events as required
3. Required Education/Experience:
  • 2+ years of experience in customer service, ideally in a luxury hotel environment.
  • A BA/ BS degree in hospitality, business a related field or a career path of internal growth in hospitality.
  • Proven success in managing an outstanding product and guest experiences.
4. Required Knowledge/Skills
  • Exceptional interpersonal skills for positive and effective communication with a diverse population including complaint resolution
  • Excellent verbal and written communication skills
  • Extremely organized and efficient in planning, prioritizing and executing a complex workload
  • Must be flexible to adapt to changing business needs and/or ad hoc projects
  • Must be adept at multi-tasking and managing multiple priorities in a fast-paced environment
  • Proficient in all Microsoft Office applications, Opera and Delphi
  • Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis
5. Physical Requirements
  • Ability to research, read, review, enter and retrieve information from computer and hard copies.
  • Speak, read, write and understand the primary language(s) used in the workplace.
  • Prolonged standing, walking and bending in addition to sitting in front of a computer.
  • Regular communications in person, writing and by telephone.
  • Perform work, and be present, on Hotel premises to ensure satisfaction of clients considering an event and those already booked.


With 3 hotels in New York City and 8 in London, Firmdale sets a standard as a unique and exciting place to work. According to Company owners Tim and Kit Kemp, "Hotels should be living things not stuffy institutions."

Be inspired by Firmdale, www.firmdalehotels.com

And learn more about the New York hotels https://www.firmdalehotels.com/hotels/new-york/

Find out why we inspire employees to Love What You Do https://www.firmdalehotels.com/b/careers/love-what-you-do/

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