Bob's Private Events Coordinator

Omni Hotels & Resorts•Louisville, KY

5d•Onsite

About The Position

Omni Louisville Hotel is seeking a friendly, motivated individual with a passion to serve others to join their team as a Private Events Coordinator. This role involves managing all aspects of private and group dining arrangements, from initial inquiry to post-event follow-up. The hotel is a unique and vibrant mixed-use environment that blends elements of Louisville's heritage, culture, and character, offering guests a memorable experience. The hotel features a prominent urban food hall and grocer, a bourbon bar, a speakeasy, and a bowling alley, providing a dynamic setting for private events. The Private Events Coordinator will play a key role in generating new business, ensuring client satisfaction, and contributing to the hotel's revenue goals.

Requirements

Prior administrative experience required.
Must be STAR certified.
Must be able to work a flexible schedule including weekends and holidays.
Maintain a professional business appearance, attitude, and performance.

Nice To Haves

Two years of experience in a similar position preferred.

Responsibilities

Handle all inquiries in a timely manner.
Make private and group dining arrangements, including menus, pricing, wine selection, room set-up, audio-visual requirements, and billing information.
Distribute BEOs, agreements, last-minute changes, and all pertinent information promptly.
Type and distribute all correspondence, including booking notices, letters, and contracts, ensuring 100% accuracy.
Enter all groups and private dining reservations into OpenTable.
Maintain account files with all necessary information, such as post-convention reports, letters, and fax information.
Collaborate with the General Manager to determine appropriate food and beverage minimums and availability for inquiries.
Work closely with Marketing and Sales to generate new business.
Maintain contact with clients prior to the event to confirm final guarantees and method of payment.
Track and report group/private dining sales.
Track repeat business and create methods to encourage it.
Make outside sales calls to increase revenue for the private dining room.
Create and process purchase orders.
Maintain employee files.
Order supplies as needed.
Perform other duties as assigned by management, including assisting in department training and paperwork, booking private parties and group buy-outs, and assisting with BEOs.
Perform all functions of a Host as needed and warmly greet all guests.
Answer forwarded phones during the day to ensure quick responses to guests.