Event Manager

ESSENTIAL FUNCTIONS:

• Establish and maintain a positive, professional relationship with clients through effective, accurate, timely, and reliable communication and action. Remain one step ahead of the client in anticipating their needs. Guarantee that each client's expectations, requirements and request are being met prior to arrival and throughout their visit.
• Address all client concerns as they develop ensuring instant appeasement.
• Check all functions prior to client's arrival, guaranteeing all details are in agreement with client’s requirements and hotel standards. Meet with the appropriate staff and prior to the function to ensure any deficiencies are corrected by respective personnel.
• Communicate with clients via telephone, written correspondence, and in person, our policies and procedures as they relate to the coordination of their events.
• Answer incoming calls within 3 rings and with proper greeting and telephone etiquette. Respond in a timely manner to phone calls and messages.
• Maintain a working relationship with other departments.
• Obtain all necessary information from client in a timely and accurate manner. Communicate the following information to all appropriate departments:
• Meeting Room Set-Ups, Set by and Refresh times
• Audio Visual Requirements
• Food and Beverage Requirements
• Guarantee Numbers
• Billing Information
• Additional Information as Deemed Necessary
• Maintain Client files, making sure that they are kept organized and current with all information.
• Keep office/desk area organized and clean.
• Communicate effectively with Operational Department Managers to ensure that all standards are met and that contractual obligations (written and verbal) are fulfilled.
• Attend weekly designated meetings such as Conference Review and Group Rooms, Departmental Meetings and daily stand-up meetings.
• Communicate operational problems to the sales and catering team as they arise.
• Meet and escort clients through the property and highlight features of the facility as well as available services.
• Exemplify a positive “can do” attitude and lead by example. Foster and promote a cooperative working climate maximizing employee morale.
• Follow all grooming standards; maintain a professional image in dress and mannerisms.
• Providing theme concept designs for functions, assist client with the set-up of all theme events, procuring necessary props, floral, costumes, entertainment, etc. for these events and handling any problems which may arise during the event.
• Analyzing departmental procedures and offering viable management alternatives to the processes in the department including billing procedures, client correspondence, and form generation.
• Assisting the sales and catering teams in the planning process, installation and other facets of departmental projects to include (but not limited to) Holiday functions, special events for the property and Hotel sponsored functions.
• Serve as a Delphi expert.
• 20. Performing any other task, written of verbal, as assigned by a supervisor.

MARGINAL FUNCTIONS:

• Respond to any reasonable task assigned by the sales and catering teams.
• Be available as needed to backup appropriate staff due to business levels, which may require physical activity.

QUALIFICATIONS: EDUCATION, KNOWLEDGE, TRAINING, & WORK EXPERIENCE

• High school diploma or equivalent.
• Minimum one year hotel, catering/conference or meeting planning experience.
• Supervisory experience and human relations skills.
• Extremely Detail Oriented.
• Computer literate, with knowledge of Microsoft Office and Delphi.
• Excellent communication skills.
• Able to work variable hours including weekends and holidays.

BASIC FUNCTION: The Event Manager’s primary responsibility will be to plan, coordinate and oversee all the details involved in events. The Event Manager must be familiar with the property’s philosophies as they apply to the entire facility to enable comprehensive coordination of events. The Manager must be especially knowledgeable of the property’s operations including Food and Beverage and Event Spaces.