Experiences Coordinator

The Vanderbilt•Newport, RI

1d•Onsite

About The Position

Join the Experiences team as a full-time Experiences Coordinator and become one of the authors of our story. The Experiences Coordinator is responsible for setup, execution and follow-through of various experiences, events, programs and food & beverage initiatives at The Vanderbilt. They are someone who is hyper organized and efficient, while having the ability to speak and work with our guests and members to ensure they have a memorable experience. You will play a key role in operations and be cross-trained to assist in every department and aspect of the hotel. This is a wonderful opportunity for a curious and active person to join the exciting world of hospitality and experiences. The Experiences Coordinator role works on projects that range across culinary, design, wellness, fashion, the arts and music. The Director of Experiences will coach the coordinator to hone their project management skills and to develop a keen eye and strategic, critical approach as it relates to experiences and touchpoints that drive the property’s brand pillars and positioning. This is a full-time, on property position and will require work on some weekends and holidays.

Requirements

A willingness to roll up your sleeves to complete tasks in a timely, accurate, and efficient manner
Adaptability, strong organization and time management skills
The ability to think proactively and multi-task, juggling projects that take place 1, 3, and 6 months out simultaneously
A creative project manager and problem solver
A passion for visual excellence and brand consistency
Clear and strong communication, working comfortably with all departments of the hotel as the representative for the Experiences department on the property level
Detail-oriented with a desire to present at the highest standard
Independent worker who can be a leader and assistant to the experiences team
A positive demeanor and a sense of adventure who regularly enjoys outdoor, wellness, culinary and design-related activities
Proficiency with Google Suite programs, needs to learn proprietary programs like Delphi, Opera, Alice
Experience with planning, events and F&B operations is ideal

Responsibilities

Manage annual programming calendar
Major holiday programs, one-off events and working with Ops team to secure buy-in and flesh out
Organize and plan weekly activities, special events and holiday programs, including setting up and hosting certain activations Ex. Trunk Shows, Easter Egg Hunt, Halloween party Audit
Engage with guests in an effort to promote and sell activities, help build out itineraries and drive personalization through amenities, surprises and delights
Help ideate and execute special amenities
Ensure public spaces and touchpoints are on-brand and maintaining standards
Help Concierge team build out custom itineraries
Support Events and Sales team with group experiences and itineraries
Communicate with team members on upcoming experiences or events
Work with Front Office to ensure team is trained on booking and billing processes for all experiences and events
Maintain cooperative relationships and open lines of communication with leaders of other departments throughout the hotel to ensure successful promotion and execution
Manage experiences, events, amenity and food & beverage related OS&E
Manage sourcing, purchasing, organization, storage, invoices and trade accounts with vendors
Manage internal training documents for experiences and events: Manage SOPs and BEOs (with Events team), including trial setups and photo documentation for training purposes
Update and manage brand decks
Gather and organize metrics on experiences and programming: bookings, guest feedback, revenue
Work with Finance team to ensure all revenue is reflected by EOM
Manage local vendor relationships and communication Invoices, reconcile missed or incorrect charges, track and organize contracts
Manage seasonal quality of experiences and audit billing
Liaise with marketing on experience-related touchpoints and channels: Programming calendar, collateral and signage Fact checking website Supporting with Alice texts and guest comms relating to experiences