Meeting & Events Coordinator, Monterey Plaza Hotel & Spa

Woodside Hotel Group Ltd.•Monterey, CA

8d•Hybrid

About The Position

The Meetings & Events Coordinator is responsible to provide administrative support to the Meetings & Events department in the execution of their business plan and assist with supporting the sales and marketing efforts of the property. Thusly, they conduct correspondence; proof written materials; take and deliver detailed messages; prepare and distribute banquet event orders; and execute all assigned work with a high degree of attention to detail, and provide crucial administrative support to the sales and service effort as business demands. The Meeting and Events Coordinator represents the department in a manner that enhances the reputation of the hotel at the property level, within the client-base, the local community and industry.

Requirements

A team player and solution oriented
Able to work in a busy and demanding environment
Must have a flexible work schedule, including ability to work on evenings and weekends, based on business levels
Excellent time management skills, the ability to build rapport with others, and communicate according to Forbes 4-Star and hotel brand standards verbally and in written form.
Ability to type 50 wpm, proofreading skills, strong working knowledge of MS Office programs, such as Excel, Word, and Outlook is necessary, proofreading skills.
Familiarity with Adobe products or similar programs.
Reads writes and speaks English fluently
Ability to manage multiple projects to deadline is important
Ability to multi-task, prioritize and manage time well so as to productively and efficiently accomplish work tasks
Operate with the highest ethical standards and able to maintain confidentiality of work
Excellent communication skills, both written and verbal and strong organizational skills
Meets legal age requirements for the position
Two years prior administrative assistant experience is required.
High School diploma or GED needed.

Nice To Haves

Experience with project management and scheduling preferred.
Two years or more of college is preferred or the equivalent in work experience.
Experience in hotel operations or previous sales or catering assistant experience preferred.

Responsibilities

Completes critical administrative responsibilities. Types, proofs, corrects and amends banquet event orders (BEOs) and general correspondence such as letters, memorandums, reports, meeting minutes, Schooners pre-menus, banquet, and executive wedding menus. Creates and maintains client files; prepares group and local social file folders. Manages, updates, and amends BEOs. Records revisions and additions to schedule and other changes. Communicates changes via a Daily Change Log Report. Prepares and sends guest satisfaction surveys to groups and local social clients.
Completes all reports in a timely and conscientious manner as required or upon request. Maintains accurate and thorough records. For example, maintains daily Guarantee Sheets, a weekly Event Log, and detailed Function Sheets. Creates and distributes the Daily and a 10-Day Events Report. Updates the hotel’s electronic reader boards daily.
Ensures accurate and timely communication to the Meetings & Events and operation teams. For example, responsible for the distribution of changes made to group Resumes, Function Sheets and BEOs using the appropriate format. Types and distributes group Resumes to the appropriate hotel departments. Sends a weekly email to the managers reminding them of upcoming BEOs, Traffic Reports, and Resumes and their location on the share drive. Communicates, monitors and complies with due dates for distribution.
Provides telephone coverage and support according to hotel standards. Follows the steps of guest service while making and receiving calls; takes and provides detailed messages. Assists clients as needed or directed in person, by email and telephone.
Completes billing documents and distributes as directed or required. For example, creates cost recap reports for in-house meeting, menu tastings, and promotional events and distributes to the Executive Chef and Controller; recaps over $250 are also sent to the Managing Director. Assists the management team with finalizing banquet checks and other documents for Accounts Receivable and as requested.
Assists the team in preparing for meetings by collecting and packaging materials for their use.
Maintains PAR’s with respect to hotel collateral and department office supplies.
Assembles wedding and sales kits and gift amenities.
Creates and distributes handwritten note cards for amenities. Interacts with local vendors and suppliers as required or requested.
Assists the Director with various marketing tasks, reports and projects. For example, sends, receives, and researches group history reports.
Processes and distributes credit applications and rooming lists.
Conducts other correspondence at the direction of the department Director.
Works cooperatively with the sales team providing administrative support as business demands. Provides telephone coverage as requested; taking and relaying messages. Similarly assists on administrative tasks that supports the Group Rooms Coordinator as directed by management during periods of peak demand.
Works cooperatively and in coordination with all other hotel departments and third-parties to deliver exceptional guest service to a Four Star standard.
Observes all safety protocols and holds others accountable to hotel and departmental safety standards and procedures.
Completes other duties and special projects as assigned.