Event Coordination Manager

Biltmore Hotel Limited•Coral Gables, FL

32m•Onsite

About The Position

The Event Coordination Manager Assist the Creative Director with establishing the Event Departments Procedures and implements them into the daily business routine. Also, coordinates and build relationships with the vendors of the Biltmore Event Design approved vendor program, builds and promotes client relationships with the Creative Director and target and develop new relationships with potential customers. The Event Coordination Manager will be the contact person for the Wedding Planner Initiative Program launching in January ’08 and will be responsible for the enlisting of approved Wedding Planners nationwide and monitoring their performance in the program. This position requires consistent adherence to policies and procedures of the department as outlined in the Biltmore Standard Operating Procedures (BSOP’S).

Requirements

High School Diploma is required. Bachelor’s Degree preferred
Minimum of three years Event, Catering and Conference experience in a luxury hotel property/resort with an identifiable track record of team play and client loyalty and sales
Must be able to: Speak, read, write and understand the English language.
Compute accurate mathematical calculations.
Provide legible communication and directions.
Perform job functions with attention to detail, speed and accuracy.
Prioritize and organize.
Think clearly, remaining calm and resolving problems using good judgment.
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 resort data.
Use a computer keyboard and possess basic typing skills.
Possess moderate to advanced computer skills.
Work in a dynamic and constantly changing environment.
Adept to multitasking.
Move, lift, carry, push, pull, and place objects weighing less than or equal to 20 pounds without assistance
Stand, sit, or walk for an extended period of time or for an entire work shift
Reach overhead and below the knees, including bending, twisting, pulling, and stooping
Use, carry, and operate all necessary office equipment using finger dexterity.
Communicate with employees, managers, subordinates and guests through verbal communication, hearing ability, and visual acuity.
Visually look at a computer for extended periods of time.
Adapt to moderate temperatures in the hotel as thermostat is controlled by hotel environmental systems. Most work tasks are performed indoors.
Team Player
Demonstrates co-operation within the team and with other departments
Listens carefully and works well with others
Has a positive influence on others in the team and clearly enjoys working with people
Guest Focused
Anticipates guests’ needs and is sensitive to people from all cultures
Has a natural, warm smile and a friendly and passionate approach
Demonstrates confident, helpful and genuine behavior with internal and external guests
Delivers their Best
Has energy and sense of urgency for his/her work
Resourceful, makes things happen and looks for ways to work more efficiently
Always looks their best and acts appropriately (e.g. approaching guests, body language, and eye contact)
Composed
Able to stay calm under pressure
Demonstrates maturity and ability to cope with the unexpected
Never lets personal feelings interfere with delivering the highest standards
Trustworthy and responsible
Excellent records of attendance and punctuality
Is reliable and demonstrates the ability to work without supervision
Demonstrates a high level of personal integrity, honesty and trust
Time Management
Uses his/her time effectively and efficiently; values time, concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities. Makes decisions in a timely manner.
Listening
Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees.

Responsibilities

Achieve set monthly individual goals as well as department goals
Follow up on sales and proposals with Biltmore social clients and corporate groups.
Assist the Creative Director with the production of the events by coordinating vendors, researching information and products, keeping current the event calendars and weekly agendas, following up with billing, and attend all required departmental meetings.
Coordinate the set-up, load in and strike of the vendors regarding event décor, entertainment
Systemizing files, documents, and contracts of the department
Generate reports with the Creative Director for Security vendor sign in, BED BEO’s, accounts receivable and accounts payable, commissions, and financial forecasts
Oversee implementation of the Wedding planner incentive program, tracking the history of the approved individuals and monitoring the rewards system
Strong negotiation and administrative skills
Ability to handle multiple tasks simultaneously
Pro-active work method, from planning to execution
Experienced in dealing with a diverse clientele base, from financial to pharmaceutical to fashion, national and international clients, including South Florida vendors
Ensure rates/prices and minimums committed are competitive and offer highest yield for the hotel to ensure maximum profitability
Continuous acquisition of new accounts
Solidify and maintain relationships with assigned accounts/vendors through regular sales visits, client entertainment, agency/office receptions, site inspections and repeated follow-up
Develop creative ideas to ensure maximum revenues and client satisfaction
Extensive knowledge in food, beverage, set-up, A/V, telecommunications and decor
Maintain proper and complete files on all accounts in Delphi and folders
High sense of urgency and accuracy
Understand the operations of the banquet, set-up, culinary department, front desk & concierge, reservations and housekeeping Conduct pre-event and post-event meetings with clients.