Events Coordinator

2 weeks ago

Napa California, United States Stanly Ranch Full time
Job Description

Our Events Coordinator will be responsible for effectively supporting the Private Events team at Stanly Ranch for all weddings, corporate, social and internal events.  The ideal candidate will be detail oriented, highly organized and have effective verbal and written communication skills.  Previous experience in a similar setting is required. 

Responsible for assisting the Director of Events and Event Managers with servicing and detailing out BEO’s (banquet event orders) for all definite weddings, social & corporate groups, as well as internal events.  Responsible for preparing all paperwork and printouts for weekly BEO and Resume meetings, daily BEO changes, ensuring that all BEOs and Group Resumes are distributed with accurate information and in a timely manner.  

Role Specifications

Supportive team player, assisting all facets of catering and events administrative needs.

Proactive work ethic, and “Team” focused.

Well-organized, detail oriented with excellent follow-up.

Ability to multi-task and coordinate multiple projects at once. 

Ability to prioritize, manage time effectively, and act with a sense of urgency as needed.

Previous experience working in hotels/resorts, catering, or as an administrative assistant.

Ability to make smart decisions that support resort operations and the Catering/Banquets departments.

Ability to professionally represent the resort, and interact with clients in a polished, responsible, and timely manner.

Ability to communicate information to operational departments accurately and in a timely manner.

Must be positive, result orientated and can work under pressure.

Experience in collaborating and working with others.

Great communication skills and ability to work with a diverse group of team members including sales staff and food and beverage staff.

Comprehensive knowledge of personal computers and various property specific applications, such as Google Suite, Word, Excel, Celopay, Delphi and Opera preferred. 

Experience with managing several priorities at once.

Ability to work a flexible schedule in order to provide event coverage as needed, which may include early mornings, late evenings and weekends.

Sales Specifications

Assist with coordination of arrival amenities for all event VIP’s

Assist Sales and Event Managers with planning and executing “world class” pre-planning site inspections and pre-con meetings 

Answer catering/wedding telephone lines and direct calls as needed.

Data entry for new inquiries, and assist Sales Manager with logging new leads.

Foster relationships and collaborate with key local, regional and national event planners

Key Functions 

Ability to take on new responsibilities and roles as the position demands, whether they are administrative or operationally based.

Responsible for assisting with all facets of weddings and corporate events.

Assist in organizing and managing the following for corporate and social events: Room Blocks, and collecting Rooming Lists.Responsible for following through to collect all names in a timely manner.

Developing Floor Plans for Banquets team. 

Arranging for Cash Payouts, as needed from the Events team.

Assist in contacting clients and timely collection of all Deposits. Keep track of deposits received and past due for timely collection of deposits. 

Call clients for their Guest Count guarantee numbers and adhere to departmental policies.

Assist Banquet team in setting up for Pre-con meetings, and printing all necessary paperwork, (such as BEOs, Resumes and name cards).

Provide info for updates of the weekly Catering pace report.

Distribute Resume data for each social event & corporate group.

Assist with developing group and social Resumes and getting direction on client needs, data collection, including expected vendors, wedding/group itineraries to distribute to staff.  

Assist with preparing reports for weekly meetings including BEOs and resumes.

Act as a liaison between the customer and operations departments of the hotel to ensure a successful program/wedding/event for the clients and all of the client’s needs are met and communicated accurately and efficiently to all departments of the hotel.

Provide accounting administrative support for weddings and corporate events by maintaining spreadsheets, entering Spa and F&B minimums or any other necessary support to create a smooth accounting process for all wedding & corporate groups.

Assist with coordinating printing of menus, place cards or any other collateral needed for wedding/event production. 

Check show room availability daily, prior to site inspections check rooms for cleanliness and show approval.

Assist with updating menus pricing etc / audit as needed.

Format and re-file updated Catering Menus.

Participate in weekly sales meetings and operations meetings to communicate the upcoming group’s needs.

Maintain a professional relationship with social and business contacts in the events and hospitality industry.

Promote positive relations with guests and employees.

Maintain a positive peer relationship with Group Sales, Wedding & Social Sales, Rooms, Reservations, Accounting, Banquets Team, F&B, Housekeeping and Operations teams to ensure the department runs smoothly. 

Additional Functions

Coordination of contacting vendors, such as AV equipment or linen rentals, and other authorized vendors to execute arrangements for functions.  Coordinates all audiovisual requirements of the client and ensures that proper equipment is ordered.

Maintain confidentiality and security of specified resort information, correspondence, reports and files.

Review status of incomplete work and follow up actions with managers before the end of work day.

Execute special projects with minimal supervision.

Participate in and support hotel and company efforts towards sustainability and environmental initiatives.

Assist Dir. of Events and Marketing team with preparing marketing materials.

Assist with generating thank you notes and service evaluations for all event clients. 

Rate of pay - $25-$27 per hour 

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