Event Design Manager

About Us:
At Pyramid Global Hospitality, people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships.   Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers.   Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.   Check out this video for more information on our great company

Location Description:
  Deeply rooted in the land, the history, and the layered richness of Oʻahu, at Turtle Bay you’ll find an authentic connection to a place of uncommon natural splendor and the warm, welcoming community within it. Where your days are filled with constant discovery and moments that touch your soul, allowing you to explore the uncommon depths of this remarkable coast. 

Overview:
This is a Conference Services and Catering Manager Position.  Individual would be responsible for the management of all aspects and functions of the Catering and Conference Services department in accordance with hotel standards. Coordinates logistical arrangements and details and acts as liaison between hotel and clients. Coordinators all levels of catering and group bookings.

 

REPORTS TO:         Director of Sales and Events

 

WORK ENVIRONMENT:

Catering and Conference Services offices, Banquet meeting rooms/any Hotel location designated for a group function or event, service areas of Hotel.

Job involves working:

under variable temperature conditions (or extreme heat or cold).

under variable noise levels.

outdoors/indoors.

around fumes and/or odor hazards.

around dust and/or mite hazards. – asthma/allergies

around chemicals.

 

KEY RELATIONSHIPS:

Internal: All Hotel Departments not limited to Culinary & Stewarding, Housekeeping, Guest Services-Front Desk, Finance, Sales, and Marketing, Purchasing, Property Operations, Safety and Security, Administrative Offices, Banquet employees, F&B Outlets, Spa Luana, Tennis, Golf, Stables

 

External:    Hotel guests/visitors, Trade show/Exposition Company Set-up Personnel, Suppliers and Clientele.

 

ESSENTIAL JOB FUNCTIONS

Maintains complete knowledge of and comply with all hotel and departmental policies/service procedures/standards.

Anticipates guests’ needs, responds promptly, and acknowledges all guests, however busy and whatever time of day.

Maintains positive guest and employee relations at all times.

Be familiar with all Hotel services/features and local attractions/activities to respond to guest inquiries accurately.

Resolves guest complaints, ensuring guest satisfaction.

Maintains complete knowledge of: Daily scheduled group functions, times, locations, amount of people and specified requirements.

Location of all Hotel function space and names of rooms.

Understand all styles of meeting and Banquet room settings.

Correct maintenance and use of office equipment software systems and the safety guidelines.

 

DETAILED RESPONSIBILITIES

Reviews all group program profiles and group meeting requirements and organizes such into chronological order.

 

Program ManagementManage entire program from contract turn-over from Sales team finalizing all program details, guest room block, expected attendance, final billing, and any other relevant details

Evaluate client needs, conduct research, and makes recommendations in order to assist clients in establishing requirements for banquet and convention space needs

Coordinate meeting or function space design with the Banquet Manager and Special Events

Produce menu and event proposals based on the specific needs of the clients in order to ensure the profitability of each event

Rent and coordinate with outside vendors to ensure proper planning and execution of events (audio visual equipment, flowers, dance floors, tables, chairs)

Answers banquet/catering phone, schedules appointments for clients to inspect function site, receives confirmed contracts/deposits, prepare Banquet Event Order forms, and maintain client/event files

Ability to analyze client needs and negotiate pricing.

Ability to work under time pressures and extensive hours.

Ability to prioritize and organize workload to ensure deadline is met and works under time constraints.

Ability to access and accurately input information using a moderately complex computer system.

Function as liaison with internal hotel operations areas

Responsible for managing monthly program forecasts and expenses

Ensures billing is correct before sent to client and Accounting Team

Completes follow up correspondence to clients and vendors as needed

Skill to communicate information clearly and effectively in person, in writing, and on the phone with a variety of people including staff, faculty, students, parents and vendors

 

 

Banquet Event Orders & Resume

Produce proposals and contract agreements for any new stand-alone catering events or business meetings or in-conjunction business that may materialize after the original contract

Interface with all stakeholders and corporate clients to ensure satisfactory services are being provided

Creates Banquet Event Orders outlining daily set-up requirements according to departmental procedures and attach respective diagrams (prepare diagrams as needed).

Assigns banquet/meeting rooms set ups based on needs of clients, i.e., schoolroom, etc.

Monitors in house group activity, aiding as needed, such as organizing exhibit set up, promotional, community events, etc.

Develops client menus as well as organizes all other arrangements as they relate to social and corporate events. 

Contracts outsourced services and manages the individual contracts and billing to client and vendor.

 

Function Space and Setup

Manager inspects the preset scheduled function areas/rooms for cleanliness, working condition and proper furniture/equipment set up rectify any deficiencies with respective departments.

Inspects final set-ups 1 hour prior to function to ensure setup is in alignment with client agreement before scheduled client walk through.Meets group coordinator prior to function throughout event, make introduction and ensure that all arrangements are agreeable.

Coordinates group's requests for additions/changes to scheduled arrangements according to standards. promptly Communicates with relevant departments to ensure proper servicing of accounts.

 

Communication ExpectationsResponds and sells to all telephone and walk-in inquires. Keeps abreast of all local organizations and their meeting plans.

Answers phones within 3 rings, using correct salutations and telephone etiquette.

Conducts planning site inspections and supports Sales as needed for Sales Sites

Contacts client and maintain effective communication throughout planning and while on site to ensure successful completion of program.

Communicates with Sales and Reservations, Guest Services-Front Office, in order to coordinate and monitor guest room blocks and special reservation needs. 

Attends, and often leads, weekly Banquet Event Order and resume meetings to review group information with all operational departments.

Monitors 30-60-90-day guest room blocks per client contract and ensure attrition classes are upheld.

EDM and Banquet Director/Manager to collaborate on objectives.

 

Finance & Revenue

Negotiate and execute vendor agreements obtaining best possible pricing and concessions utilizing existing Master Service Agreements (when available

Prepare and submit for approval any purchase orders and invoices to be paid in the month for the month of services.

All Final BEOs and Banquet Checks to be reviewed by EDM

All group and catering files are reviewed before being turned over to accounting for final billing.

Resolve all discrepancies with Finance. Organizes all banquet event order information according to standards.

All changes contain complete and accurate information and distributed prior to final billing deadline

Assists department with special projects and promotional, community or staff events.

Plans and conducts pre- and post-convention meetings with clients and respective departments.

Prepares and presents weekly, monthly, and annual revenue reports as required.

 

SECONDARY JOB FUNCTIONS

Attend designated meetings.

Assists banquet staff in room set up, as necessary.

Guide administrative staff in distribution of written materials.

Effectively deal with guests and Employees (some of whom sill require high levels of patience, tact, and diplomacy to defuse anger and collect accurate information) concerns in a friendly and positive manner. This involves listening to the nature of the concern, demonstrating empathy with the customer, and providing positive and proactive solutions.

Basic mathematical skills and considerable skill in the use of a calculator to prepare moderately complex mathematical calculations without error.

Ability to manage a large staff and apply basic supervisory skills to plan, organize and direct employees.

Considerable skill in composing professional documents to effectively correspond with clients, in-house departments and third parties.

Ability to grasp, lift and/or carry, otherwise move goods weighing 20 lbs. Ability to work flexible schedules based on the needs of the customer and business demands, as well as being able to work the duration of the shift traveling throughout the hotel or remaining stationary for long periods of time. Ability to use various office equipment, including, but not limited to, typewriters, calculators, photocopier, and facsimile machines. Perform rotational MOD shifts

Serve our guests. Serve the other Turtle Bay Resort employees who serve our guests.

Perform any and all functions as directed – you are a member of the entire Turtle Bay Resort team, not just a member of your department.

Take personal responsibility to ensure the success of the team – the team succeeds because of your actions.

Always put the team objectives ahead of your personal agenda.

Always greet co-workers in the same friendly, courteous manner – never pass a fellow employee without acknowledgement. Deal with all guests and fellow Turtle Bay Resort team members with respect and honesty.

Present yourself properly in the workplace at all times.

Other duties as requested by Director of Sales and Events

Qualifications:
Essential:

High school graduate or equivalent vocational training certificate, some college. 2 years’ experience as Catering/Conference Services Manager, preferably in a Resort/Conference style Hotel. Knowledge of accommodating guest room and meeting room capacities. Knowledge of all styles of room set-ups, standard equipment involved and proper handling of such. Knowledge of organizing set-up requirements from information on B.E.O.'s. Knowledge of staffing guidelines/requirements to set-up, turn and breakdown function spaces. Fluency in English both verbal and written. Provide legible communication. Compute basic arithmetic. Familiarity with cost controls.

Ability to:

Multi-Task and shift priorities as required

Perform job functions with diligence, speed, and accuracy.

Prioritize and organize.

Be a clear thinker, remaining calm and resolving problems using good judgement.

Follow directions thoroughly.

Understand guest’s service needs.

Work cohesively with co-workers as part of a team.

Work with minimal supervision.

Maintain confidentiality of guest information and pertinent hotel data.

Ascertain departmental training needs and provide such training.

Direct performance of staff and follow up with corrections when needed.

 

Desirable:

Minimum of 2 years, experience in Incentive Hotel Conference Services and Catering Manager role. Ability to suggestively sell. Ability to input and access information in the Delphi System Previous guest relations training.

 

PHYSICAL ABILITIES

Essential:

Exert physical effort in transporting shipments (25 pounds) to storage area.

Endure various physical movements throughout the work areas.

Reach 3 feet.

Remain in stationary/upright position for 8 hours throughout work shift.

Satisfactorily communicate with guests, management, and co-workers to their understanding.

 

STANDARD SPECIFICATIONS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the applicant will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employees occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

Compensation Range:
The compensation for this position is $65,000.00/Yr. - $75,000.00/Yr. based on qualifications and experience.

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