Event Services Concierge-Event Services-Full Time

Pinehurst Careers•Pinehurst, NC

19h•Onsite

About The Position

To serve as the liaison with Catering/Event Service Managers and all operational departments with onsite meeting contact. This position is highly visible and the central point for handling and addressing special needs or requests for in-house groups.

Requirements

High School Diploma required
a minimum of two years related experience and/or training; or an equivalent combination of education and experience.

Responsibilities

Represent the Event Services & Catering Department behaving as an ambassador/liaison, between the Meeting Planner and the various hotel operating departments.
Build rapport with the Meeting Planner in order to identify their needs and expectations, maintain a constant presence on the meeting floor and anticipate/respond to any requests.
Ability to check functions taking place throughout the Resort, to include all buildings and event locations.
Check-in with Meeting planner prior to the start of function to ensure everything is set up to the customer’s expectations.
Check in multiple times throughout the day to assist with changes/updates
Update ESM/CM and fellow Conference Concierge members throughout the day on group status, actions taken and necessary follow up
Update meeting planner on attendee no shows and provide in-house guest lists daily
Must have detailed knowledge of the Resort meeting space, group dynamics and event details.
Organize Pre-Event Meetings on the behalf of the Event Services Manager and ensure the room is set for the appropriate number of people, tent cards, and prepare copies of the resumes and BEOs.
Coordinates box/package movement with the warehouse and banquet department.
Manage function room keys for Meeting Planner
Inspect VIP rooms
Generate and distribute weekly resume due list on a timely basis.
Email list of revised/new resumes to resume distribution on a daily basis
Update Group Sales/CS drive of all group resumes and remove posting from the bulletin board once the event is complete.
Chair daily BEO meeting
Distribute banquet event orders due for the week and daily revisions/pop-up as necessary
Generate and distribute daily Reports to include post as, event schedule, AM change log and changes/guarantees reports
Generate and distribute other departmental reports as needed
Assume secondary role of Administrative Assistant in his/her absence.
Distribute all incoming and outgoing mail and Airborne Express Packages for department, daily.
Book & coordinate all in-house meetings and events
Compile wedding packet, banquet menus and welcome packets for department use
Create/print menus and vouchers for group distribution (drink tickets, meal vouchers, dinner menus & place cards)
Maintain/update accurate Digital Readerboards through the Four Winds System
Create/move portable Readerboards for Carolina Hall/West Lawn functions.
Assist ESM and Group Sales Managers with mock diagrams when needed
Maintain positive relations with all guest/employees through name recognition and positive feedback.
Assist the Décor Supervisor with the set-up and breakdown of events requiring specialty décor.
Attending departmental meetings as assigned.
Any additional duties assigned by the department manager