Event Manager

Westin San Antonio North•San Antonio, TX

5d•Onsite

About The Position

The Event Manager coordinates and details hotel events, working with Sales, Food & Beverage, Maintenance, hotel operations, clients, and vendors. The role checks venue and meeting-room setups before events and may attend an event in its entirety or welcome the client and introduce them to the banquet captain. It also handles event inquiries, client follow-up, event documentation, billing, and coordination of guest requests. The position requires a physical presence at the hotel and is not suitable for remote work. A typical week consists of 30% event management and 70% group detailing and upselling. Work may be required on any day or shift, including nights and weekends, and driving on behalf of the company with a valid driver’s license is required.

Requirements

Honesty and trustworthiness must be displayed at all times; potential associates must pass appropriate security clearances.
High school diploma or equivalent.
Knowledge of Food and Beverage costs and how to calculate them.
Knowledge of selling strategies to maximize profit on products and services.
Knowledge of meeting-room configurations and function-space setups.
Understanding of competing hotels’ offerings compared with the assigned hotel.
Knowledge of the property, staff, services, hours of operation, room types and locations, rates, and discounts.
High-level communication skills and confidence interacting with associates and guests at various professional levels.
Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Strong organizational and multitasking skills.
Demonstrated interpersonal skills.
Ability to multitask while remaining associate- and guest-service-centric.
Ability to resolve guest issues professionally while maintaining a hospitable attitude.
Ability to identify upsell opportunities to achieve financial performance goals for banquets and events.
Ability to stand, lift, bend, learn, read, concentrate, think, and communicate.
Ability to push or pull 60 pounds unassisted and lift and/or carry 30 pounds unassisted.
Ability to see and hear.
Ability to speak and read English.
Physical presence at the hotel; the position is not conducive to telecommuting or remote work.
Ability to drive on behalf of the company and maintain a valid driver’s license.
May be required to work any day or shift, including nights and weekends.

Nice To Haves

One year of catering and/or event management experience and/or previous hotel operations experience preferred.
College degree (BS/BA) preferred, or equivalent work experience.
Experience with customer relationship software such as Delphi.fdc and/or STS preferred.
Ability to communicate in another language may be helpful.

Responsibilities

Coordinate with the Sales team on inside sales for property event space.
Send catering collateral and menus, record sales-system activities, and follow up with potential clients.
Respond to event-space inquiries received by phone, internet/website, and leads.
Coordinate preventive maintenance issues for event space with the Maintenance Department.
Conduct weekly Banquet Event Order meetings with hotel staff to review BEOs.
Work with Food & Beverage staff to create customized menu options.
Create and maintain a preferred vendor list for ancillary venue and meeting-space services.
Review banquet checks for accuracy and post and reconcile event charges.
Handle banquet and event detailing after the group agreement is returned and attend menu tastings.
Conduct site inspections of event space and rooms as appropriate.
Serve as the point of contact for pre-con and post-con meetings.
Coordinate guest requests with operations personnel.
Generate Banquet Event Orders and event diagrams, distribute them to hotel staff, and maintain and report event changes.
Obtain function guarantees from customers according to hotel SOP and ensure deposits and payment requirements are satisfied before group arrival.
Check daily events and ensure bulletin boards reflect current changes, procedures, and events.
Check venue and meeting-room setups before events; attend events in their entirety or welcome the client and introduce them to the banquet captain.
Perform other duties as assigned that the associate is capable of performing.