Complex Event Planning Manager

BRIDGETON HOLDINGS GROUP•New York, NY

2d•$67,000 - $67,000•Onsite

About The Position

The Complex Event Planning Manager serves as the primary point of contact for clients from the moment a meeting or event space contract is signed until the final billing is completed. This role is crucial for building rapport with clients, understanding their vision, and ensuring a seamless, high-quality event experience. The manager is responsible for creating and distributing Banquet Event Orders (BEOs), coordinating all event details with various departments, identifying upsell opportunities to optimize revenue, and overseeing event day execution. Additionally, the role involves managing billing and invoicing, and acting as a key liaison between the Sales team and the F&B department, as well as other operational teams like Front Office, Engineering, and Security.

Requirements

2+ years of experience in event management, catering sales, or event coordination, ideally within a hotel or hospitality setting.
Proven experience creating and managing Banquet Event Orders.
Strong understanding of food and beverage operations, menu planning, and event set up requirements.
Excellent client facing communication skills, with the ability to build trust and guide clients toward upsell opportunities.
Strong organizational skills with the ability to manage multiple events and shifting priorities at once.
Comfort with billing, invoicing, and charge posting processes.
Flexibility to work evenings, weekends, and holidays based on the event calendar.
Ability to work independently while collaborating closely with Sales, Culinary, and Banquet leadership.

Nice To Haves

Knowledge of Event Temple and Toast PMS is a plus.

Responsibilities

Serve as the primary point of contact for clients from the time a meeting or event space contract is signed through final billing.
Build rapport with clients to understand their vision, priorities, and any special requirements for their event.
Maintain clear, timely communication with clients throughout the planning process.
Create and distribute all Banquet Event Orders for contracted meetings and events.
Attend all BEO meetings, presenting event details clearly to Culinary, Banquets, Engineering, and other operational stakeholders.
Keep BEOs current as event details evolve.
Serve as the go to contact for the F&B department on all client facing questions regarding menus, room sets, and event date and timing.
Extract detailed event requirements from the client, including menu selections, room layout, audiovisual needs, and timeline.
Coordinate with Culinary and Banquets on menu customization, dietary accommodations, and service style.
Confirm event set up requirements and communicate any changes promptly to the operations team.
Identify opportunities to upsell clients on enhancements beyond their contracted F&B minimum.
Present upgrade options in a way that fits the client's event vision and budget.
Track and report upsell revenue generated per event.
Attend events as needed to be available on site for client questions leading up to the start of the event.
Confirm room sets, F&B delivery, and timeline execution align with the finalized BEO.
Serve as the point of escalation for any last minute changes or issues on the day of the event.
Manage all billing and invoicing for contracted events, including posting of F&B, service, and ancillary charges.
Reconcile final event charges against the contract and BEO to ensure accuracy.
Prepare and issue final invoices to clients in a timely manner following the event.
Act as the coordinating link between the Sales team and the F&B department for every contracted event.
Communicate consistently with Sales Managers on event status and any changes to scope.
Partner with Front Office, Engineering, and Security as needed to support event logistics.