Event and Room Block Coordinator - Dow Hotel

The Event and Room Block Coordinator is responsible for building contracts for all internal and external conference room events and hotel Room Blocks at the Dow Center Hotel.  Working directly with the Assistant Manager and Head of Guest Services, the Event and Room Block Coordinator is responsible for meeting with clients after the sale is confirmed and determining their Event and set-up needs for large events. In addition, the Event and Room Block Coordinator is responsible for building event contracts, creating event diagrams, managing hotel Room Blocks, and overseeing the Dow Hotel waitlist.

1. Maintain a presence at the front desk operations of the Dow Hotel and Conference Center. Know, understand and follow all operational procedures and be proficient in the hotel’s property management system.
2. Meet with internal and external clients to determine event details and layout specifications, working directly with Manager of Group Event Sales for external clients.
3. Create diagrams through Social Tables for all events, providing this information to all internal and external clients.
4. Provide a monthly schedule of all internal and external events at the beginning of each week.
5. Coordinate all hotel Room Blocks of the Dow Hotel and Conference Center, receiving rooming lists, and finalizing billings with client.
6. Oversee hotel room reservation waitlist and work with interdepartmental clients in confirming rooming lists before event.
7. Provide office support that may include contract preparation, correspondence, reports and proofreading, phone coverage, and filing.
8. Make hotel reservations and manage conference room reservations in conjunction with Dow staff and student workers.
9. Coordinate reservation requirements with food service, audio-visual, maintenance; manage work orders; and work closely with guest services staff to ensure daily set-ups are correct, assisting with set up, as appropriate.
10. Coordinate with all clients informing them when they are allowed to set up and take down any decorations or equipment.
11. Receive deposits for conference rooms, and processes payments for inclusion in the daily audit.
12. Greet, assist and handle routine business matters with both internal and external clients.
13. Maintain a personable and pleasant attitude in working with the public and peers.
14. Maintain confidentiality in all information.

Qualifications

 To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience

An associate’s degree in business management, hospitality or related field together with two to four years of previous customer service, sales management, and/or hospitality experience or a combination of education, training and experience that fulfills the needs of the College.

Physical Requirements

This is a full-time position and requires limited weekend work together with flexible starting/stopping times based on hotel needs. Ability to read, write, hear, speak, see and communicate effectively. Ability to operate basic office equipment to include, photocopier, fax machine, adding machine, computer equipment, and the like. Occasional lifting of office supplies, booklets, files and heavy packages, as necessary.

Other Skills

1. Experience and success in performing tasks quickly and accurately with a positive and pleasant attitude, in a multi-focused environment. 2. Knowledge of computer/word processing, office practices and machines. 3. Ability to work under limited supervision requiring only outline suggestions for handling office situations. 4. Ability to work under moderate stress conditions in daily work assignments. 5. Possess good interpersonal skills (on the telephone and in person) when dealing with College staff, clients, and guests as well as outside vendors. 6. Ability to make decisions independently of supervisor. 7. Possess sound judgment and maturity. 8. Possess excellent organizational skills. 9. Possess excellent spelling and grammar skills. 10. Ability to proofread and check information for accuracy. 11. Ability to understand and follow oral and written instructions and to effectively express ideas orally and in writing. 12. Ability to work well with people, able to keep calm and remain personable under pressure.

Personal Characteristics

The Dow Leadership Center interacts with College staff, guests, clients, and students. A clean, neat appearance and a pleasant relationship that are supportive of the College Mission are essential. The relationship needs to be pleasant, supportive and professional, while maintaining confidentiality as needed.

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.