Events Coordinator at The Whitby Hotel

Crosby Hotel LLC•New York, NY

1d•Onsite

About The Position

The Events Coordinator is responsible for support the Events managers in proposing, contracting, and detailing events across all segments. The Events Coordinator will consistently demonstrate Firmdale Core Values, Attention to Detail, Enthusiasm, Passion, Relationships and Resilience while executing primary duties including the following essential functions: The focus of the role will be to receive, communicate, and input inquiries, maintain departmental systems, and detail meeting spaces, food & beverage and special concessions and assist with administration of the department Receive initial inquires, providing preliminary information, and qualifying leads across segments Spearhead communication with the client throughout the planning process once the contract is signed to organize details and compile the Banquet Event Order and other documents accurately Generate daily, weekly and monthly reports Assists with preparing sales proposals and contracts as needed, often communicating with clients on Sales Manager's behalf Review each event’s details including contracted room hire, food & beverage minimum spend, menu selection/guest count due date, special concessions and attrition clauses and validate with client via turnover letter Monitor and enforce program deadline dates Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to reflect the confirmed booking. Produce and send receipts and invoices to clients for deposits and final billing. Distribute BEOs for group and affiliates 6-12 days prior to events Participate in site visits as needed and plan meetings for upcoming events Assist managers in scheduling appointments, and coordinating rentals and specialty items for events as required

Requirements

2+ years of experience in customer service, ideally in a luxury hotel environment.
A BA/ BS degree in hospitality, business a related field or a career path of internal growth in hospitality.
Proven success in managing an outstanding product and guest experiences.
Exceptional interpersonal skills for positive and effective communication with a diverse population including complaint resolution
Excellent verbal and written communication skills
Extremely organized and efficient in planning, prioritizing and executing a complex workload
Must be flexible to adapt to changing business needs and/or ad hoc projects
Must be adept at multi-tasking and managing multiple priorities in a fast-paced environment
Proficient in all Microsoft Office applications, Opera and Delphi
Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis

Responsibilities

Receive initial inquires, providing preliminary information, and qualifying leads across segments
Spearhead communication with the client throughout the planning process once the contract is signed to organize details and compile the Banquet Event Order and other documents accurately
Generate daily, weekly and monthly reports
Assists with preparing sales proposals and contracts as needed, often communicating with clients on Sales Manager's behalf
Review each event’s details including contracted room hire, food & beverage minimum spend, menu selection/guest count due date, special concessions and attrition clauses and validate with client via turnover letter
Monitor and enforce program deadline dates
Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to reflect the confirmed booking.
Produce and send receipts and invoices to clients for deposits and final billing.
Distribute BEOs for group and affiliates 6-12 days prior to events
Participate in site visits as needed and plan meetings for upcoming events
Assist managers in scheduling appointments, and coordinating rentals and specialty items for events as required