Meetings & Special Events Coordinator

International House Hotel•New Orleans, LA

About The Position

The Meetings & Special Events Coordinator supports the Director of Sales by coordinating all group business and special events for International House, Loa, and Loft 523. Ensure exceptional guest satisfaction, accurate group management, and seamless communication across departments. Manage catering-only leads from initial inquiry through event completion.

Requirements

Hospitality, business or similar degree or equivalent work experience
Two years of hotel experience
Proficient with Microsoft Office Suite or related software
Excellent communication skills, both written and verbal
Grasping, writing, standing, sitting, walking, repetitive motions, pulling, pushing, listening and hearing ability and visual ability
Able to manage multiple projects, meet tight deadlines and work calmly under pressure
Direct evacuations in an emergency

Nice To Haves

Hospitality sales experience strongly preferred
Knowledge of hotel systems preferred

Responsibilities

Maintain a flexible schedule, including weekends and early/late hours.
Follow direction from the Director of Sales and Sales Managers.
Answer and return calls promptly (within 2 hours).
Prepare and maintain accurate documentation, correspondence, and notes in STS and MEWS.
Prepare resumes, rooming lists, and BEOs within required timeframes.
Ensure MEWS blocks are accurate, including segmentation, rates, and cutoff dates.
Perform weekly accuracy checks for MEWS and GRC.
Pre‑block and prepare for VIP arrivals; maintain “Top Management” status notes.
Communicate professionally with guests and team members.
Assist guests and meeting attendees with changes and special requests.
Follow all policy, appearance, punctuality, and culture standards (e.g., Vibe card).
Participate in required meetings and ambassador functions.
Conduct pop-up site inspections as needed if sales managers are not available.
Ensure deposits and prepayments are collected prior to arrival and reconciled upon departure.
Coordinate set up of meeting space and linens with housekeeping.
Manage and document non‑group catering inquiries.
Coordinate AV, catering, décor, and other event details.
Execute all contract details from signature to group departure.
Support tasks assigned by leadership (GM, DOS, DORM, Sales Manager(s)).
Create and distribute BEOs.
Notify Department Directors including the Creative Director of Loa.
Maintain event calendars and communicate updates to the team.
Coordinate catering, communicate with hosts, and oversee event execution.
Maintain organized, up‑to‑date files and accounts in STS.
Develop customer profiles and recognize special occasions.
Represent the hotel with professionalism and service‑focused conduct.
Respond promptly to guest or client issues.
Create booking links for call‑in groups.
Enter rooming lists and block rooms appropriately.
Send thank‑you communications post‑departure.
Collect and record group feedback.
Coordinate with all internal departments, catering teams, and AV vendors.