Event Manager

Westin San Antonio•San Antonio, TX

4d•Onsite

About The Position

The Event Manager coordinates and details hotel events, including inspecting venue and meeting-room setups before events and attending events in full or welcoming clients and introducing them to the banquet captain. The role works closely with Sales, Food & Beverage, Maintenance, and hotel operations teams to manage event inquiries, client requirements, customized menus, event documentation, and payments. The position requires a physical presence at the hotel and is not suitable for remote or telecommuting work. A typical week consists of 30% event management and 70% group detailing and upselling. The associate may be required to work any day or shift, including nights and weekends, and must be able to drive on behalf of the company while maintaining a valid driver’s license.

Requirements

One year of catering and/or event-management experience and/or previous hotel-operations experience is preferred.
High school diploma or equivalent.
Pass appropriate security clearances under company policy.
Demonstrate honesty and trustworthiness.
Be able to stand, lift, bend, learn, read, concentrate, think, and communicate.
Push or pull 60 pounds unassisted and lift and/or carry 30 pounds unassisted.
Be able to see and hear, and speak and read English.
Knowledge of food and beverage costs and how to calculate them.
Knowledge of selling strategies to maximize profit from products and services.
Knowledge of meeting-room configurations and function-space setups.
Understand competing hotels’ offerings and the assigned hotel’s property, staff, services, operating hours, room types and locations, rates, and discounts.
Strong communication skills and confidence interacting with associates and guests at various professional levels.
Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
Strong organizational and multitasking skills.
Demonstrated interpersonal skills.
Ability to multitask while maintaining an associate- and guest-service focus.
Ability to resolve guest issues professionally while maintaining a hospitable attitude.
Ability to identify upselling opportunities to achieve banquet and event financial-performance goals.
Ability to drive on behalf of the company and maintain a valid driver’s license.

Nice To Haves

College degree (BS/BA) or equivalent work experience.
Experience with customer relationship software such as Delphi.fdc and/or STS.
Ability to communicate in another language.

Responsibilities

Inspect venue and meeting-room setups before events; attend events or welcome clients and introduce them to the banquet captain.
Coordinate with the Sales team on inside sales for the property’s event space.
Send catering collateral and menus, record sales activities in the sales system, and follow up with potential clients.
Respond to event-space inquiries received by phone, website or internet, and leads.
Coordinate preventive-maintenance matters 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 and attend menu tastings.
Create and maintain a preferred vendor list for ancillary venue and meeting-space services.
Review banquet checks for accuracy, post event charges, and reconcile charges.
Handle banquet and event detailing after receiving the group agreement.
Conduct site inspections of event space and rooms as appropriate.
Serve as the point of contact for pre-con and post-con meetings and 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 in accordance with hotel SOP and ensure deposits and payment requirements are satisfied before group arrival.
Check daily hotel events and ensure bulletin boards are current with changes, procedures, and events.
Perform other duties as assigned that the associate is capable of performing.