Meetings & Events Coordinator (FT)

Live Your Passion.  Add Your Magic.             

Meetings & Events Coordinator

SUMMARY

The Meetings & Events Coordinator role provides crucial support to the Meetings & Events Department by giving strategic administrative support to the Directors and Managers. This role will also oversee internal functions, select small group room blocks, and assigned events as needed. The Meetings & Events Coordinator will contribute to the organization as an active business partner that is responsible for supporting the company’s goals, objectives, vision, mission and values.

ESSENTIAL FUNCTIONS

Major areas of responsibility/management include, but are not limited to:

• Build and assign all incoming leads (catering inbox, phone leads, cvent, etc)
• Assist the Meetings & Events team in generating their proposals, contracts, BEOs and resumes
• Schedule site inspections for Meetings & Events Managers
• Conduct site inspections with comp set hotels and vendors as well as new hire orientation attendees
• Plan and executive all internal functions based on guidance from requesting departments
• Attend pre-convention meetings with Meetings & Events Managers as requested
• Build and manage purchase orders for third party vendors
• Oversee administrative management of food & beverage menus and corresponding collateral
• Generate and distribute daily and weekly Meetings & Events reports (daily events, event postings, BEO and resume distribution, etc)
• Attend daily BEO meeting and weekly Resume meeting to communicate pertinent event details
• Liaise with all relevant operating departments to ensure groups and events are executed per BEO and resume instructions
• Utilize creative problem-solving  abilities to alleviate guest concerns or feedback using business acumen skills and discretion
• Foster a cooperative work environment with all hotel departments to provide a seamless experience for all clients and guests
• Follow established emergency procedures when handling calls of an emergency nature, in a state of natural disaster.
• Adhere to the weekly schedule provided by direct supervisor and manage time in accordance with California labor law.
• Provide on-site support for any group contacts for the duration of their room block or event
• Detail BEOs and resumes for any groups and events for which they are made the point of contact
• Oversee group billing from collecting pre-payments to sending the final invoice to the group contact

QUALIFICATIONS

Required:

• High school or equivalent education
• Ability to effectively communicate with guests, management and colleagues
• Computer proficiency and the ability to work with Microsoft Office programs
• Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled/mandatory training sessions and meetings is required.

Preferred:

• Bachelors degree
• Luxury hotel experience
• Delphi, Opera, Passkey experience

PHYSICAL REQUIREMENTS

Most work tasks are performed indoors.  Temperature generally is moderate and controlled by Resort environmental systems. Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary. Must be able to lift up to 15lbs on a regular and continuing basis. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and other associates. Vision occurs continuously with the most common visual functions being those of near vision and depth perception. Ability to spend extended lengths of time viewing a computer screen. Requires manual dexterity to use and operate all necessary equipment.

Montage Palmetto Bluff participates in eVerify.

The pay scale for Meetings & Events Coordinator is $26 - $28 per hour.

The pay scale is the base salary or hourly wage range, exclusive of incentive pay such as commissions, piece rates, gratuities, and the like, that Montage reasonably expects to pay for the position.

In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.