Immediate Needs Coordinator - Meetings & Events

Loews Hotels & Co•Tucson, AZ

About The Position

The Immediate Needs Coordinator (LINC) coordinates and services convention and group business at Loews Ventana Canyon Resort. The role serves as the liaison between meeting planners and resort departments, communicating with clients before arrival and sharing conference-program changes with the appropriate operating teams. The coordinator checks in with planners to understand and meet their needs, keeps clients and internal departments informed, and works closely with Catering and Meetings & Events Managers to understand each group’s requirements and schedule. The position supports event preparation and operations by reviewing resumes and BEOs, helping maintain the accuracy of the BEO Book, walking room setups in advance, checking that events are correctly listed on the Reader Board, and monitoring event preparations. The coordinator also provides reports and maintenance updates to the Operations Team, reports repair needs to Engineering, meets with clients during their stay to answer questions and address changes or problems, and coordinates group package deliveries with Shipping & Receiving. The role attends hotel meetings and training, promotes teamwork, provides courteous and helpful service, maintains a clean and well-kept work area, follows emergency and safety procedures, complies with hotel policies and grooming standards, recycles when possible, and stays current on hotel information and changes. Other duties may be assigned.

Requirements

Exceptional knowledge and understanding of banquet and food service techniques and standards.
Effective leadership, management, organizational, and communication skills.
Exceptional guest service skills.
Ability to speak, read, and write English.
Ability to stand, stoop, and bend repetitively throughout the entire shift.
Ability to work a flexible schedule, including weekends and holidays.

Responsibilities

Coordinate and service convention and group business.
Serve as the liaison between meeting planners, clients, and resort departments.
Communicate with clients before arrival and relay conference-program changes to the appropriate operating departments.
Check in with meeting planners to assess needs and requirements, and maintain communication with clients and relevant hotel departments.
Keep Catering and Meetings & Events Managers informed of group changes and updates.
Meet with Catering and Meetings & Events Managers before group arrivals and daily while groups are in-house to understand each group’s needs and flow.
Provide outstanding service to clients in accordance with Loews standards.
Assist with maintaining the accuracy of the BEO Book.
Deliver reports to the Operations Team by email, including weekly Engineering maintenance reports and walkthroughs.
Report items needing repair or correction to Engineering.
Walk room setups in advance and ensure they are correct.
Ensure events are posted correctly on the Reader Board.
Review resumes and BEOs in detail to identify needs and help facilitate them with Meetings & Events and/or Catering Managers.
Check regularly on preparations and activities for assigned group events.
Meet periodically with clients during their stay to answer questions, coordinate changes, anticipate needs, and troubleshoot problems.
Coordinate group package deliveries with Shipping & Receiving.
Attend appropriate hotel meetings and training sessions.
Promote teamwork and maintain polite, friendly, and helpful interactions with guests, management, and coworkers.
Maintain cleanliness and excellent condition of equipment and work area.
Execute emergency procedures and comply with safety regulations, hotel standards, policies, and rules.
Recycle whenever possible, remain current with hotel information and changes, and comply with uniform and grooming standards.
Make decisions using imperfect information and act decisively.
Perform other duties as assigned.