On call Special Events Liaison

HEI Hotels & Resorts•Pittsburgh, PA

1d•Onsite

About The Position

Serves as a dedicated point of contact for assigned groups, events, and special functions. This role focuses on building strong relationships with key contacts, including event planners, dietitians, coaches, and group representatives, while ensuring their needs and expectations are communicated throughout the hotel. The Event Services Liaison works closely with Banquets, Culinary, Sales, and other departments to anticipate needs, coordinate special requests, and provide a personalized and seamless experience from arrival through the completion of the event. This is an on-call position, scheduled based on group needs, special events, and hotel business levels. Hours are not guaranteed and may include evenings, weekends, and holidays.

Requirements

Previous experience in hospitality, banquets, catering, guest relations, event services, or a similar customer-facing role is preferred.
Relationship-focused and comfortable serving as a dedicated point of contact for clients and special groups.
Strong interpersonal and communication skills are essential, along with the ability to build trust and rapport with event planners, dietitians, group contacts, and other partners.
Must be organized, responsive, proactive, detail-oriented, and able to anticipate needs while coordinating effectively across multiple hotel departments.

Responsibilities

Serve as the primary on-site liaison and trusted point of contact for assigned groups, banquet functions, and special events.
Develop and maintain positive working relationships with client contacts, event planners, dietitians, coaches, group representatives, and other key contacts throughout their event or stay.
Take the time to understand each group’s specific needs, preferences, schedules, and expectations to help provide a personalized experience.
Maintain regular communication with key contacts before and during events, checking in proactively rather than waiting for a concern or request.
Pay particular attention to dietary requirements, allergies, special meal requests, timing, and other group-specific needs, working closely with the client or dietitian and Culinary team to ensure expectations are clearly communicated.
Review BEOs and event details prior to service, including timing, setup, menus, guest counts, dietary needs, and special requests.
Act as a communication bridge between the client and hotel departments, including Banquets, Culinary, Sales, Stewarding, Engineering, and Front Office.
Participate in and assist with pre-meal and pre-event meetings to ensure the team understands the client’s expectations and special requirements.
Maintain a visible presence during assigned events and regularly check in with the client contact to ensure everything is going as expected.
Anticipate client and guest needs and help coordinate requests before they become service concerns.
Communicate changes, special requests, or concerns promptly to the appropriate department or hotel leader and follow through to ensure resolution.
Help coordinate service flow and timing to ensure the event remains consistent with the client’s schedule and expectations.
Support VIP functions, sports teams, weddings, meetings, corporate events, and other special groups and functions.
Assist with event setup, service, and breakdown when operationally necessary.
Build relationships that encourage client confidence, satisfaction, and repeat business with the hotel.
Maintain professional, warm, and consistent communication with clients, guests, associates, and hotel leadership.
Follow all hotel policies, safety procedures, food-handling requirements, and service standards.
Perform other duties as assigned based on business needs.