Group & Events Coordinator

The Ranch at Rock Creek•Philipsburg, MT

11h

About The Position

The Event & Groups Coordinator position plans, organizes and assists in the execution of Ranch-wide and seasonal programming, and special events for large groups. This position will work under the Events Supervisor and Director of Food and Beverage, and should be present during seasonal programming and special events. Essential Duties and Responsibilities Learn and/or possess an intimate knowledge of all on-Ranch activities, programming, and special event spaces. Successfully and thoroughly communicate group requests. Be the point of contact, communicate to the guests via email, phone calls and in person to ensure that the guest itineraries and requests are accurately maintained and communicated. Prepare for guest arrivals Be on hand during arrival and during guest stays for adjustments. Prepare thoroughly for each group arrival; coordinating with outside vendors and internal departments. Communicate with and contact outside vendors to elevate guest experience to ensure additional costs are communicated to guests, and logged and charged accordingly. Attend and brief during weekly planning and preparation meetings. Plan, organize, coordinate and facilitate the execution of any special events booked during pre-arrival process. Creatively use on-hand assets to elevate experiences and spaces.

Requirements

Excellent organizational skills, personal accountability and attention to detail required.
Proficient in Microsoft Outlook (Word, Excel & Teams) and Google Suite required.
Experience in accurate data management required.
Appropriate professional appearance and demeanor required.
Driver’s License required
Ability to work independently, while part of a team, complete assignments thoroughly and focus attention on details to ensure superior performance.
Utilization of appropriate interpersonal skills to guide and coordinate the efforts of individuals to gain the desired results.
Ability to ensure security and confidentiality of guest and company information.
A team player who facilitates interdepartmental cooperative actions consistent with overall objectives.
Physical ability to lift, carry and move assets around property; sometimes physically demanding.
Ability to ensure security and confidentiality of guest and company information.

Nice To Haves

Customer service and/or hospitality experience preferred.
Track record of delivering exceptional guest or client experience.

Responsibilities

Learn and/or possess an intimate knowledge of all on-Ranch activities, programming, and special event spaces.
Successfully and thoroughly communicate group requests.
Be the point of contact, communicate to the guests via email, phone calls and in person to ensure that the guest itineraries and requests are accurately maintained and communicated.
Prepare for guest arrivals
Be on hand during arrival and during guest stays for adjustments.
Prepare thoroughly for each group arrival; coordinating with outside vendors and internal departments.
Communicate with and contact outside vendors to elevate guest experience to ensure additional costs are communicated to guests, and logged and charged accordingly.
Attend and brief during weekly planning and preparation meetings.
Plan, organize, coordinate and facilitate the execution of any special events booked during pre-arrival process.
Creatively use on-hand assets to elevate experiences and spaces.