Bob's Private Events Coordinator

Omni Hotels & Spas•Louisville, KY

3d•Onsite

About The Position

The Private Events Coordinator is responsible for handling all inquiries related to private and group dining arrangements. This includes managing menus, pricing, wine selections, room setups, audio-visual requirements, and billing information. The role involves distributing BEOs, agreements, and other pertinent information, as well as ensuring all correspondence is accurate. The coordinator will manage reservations in OpenTable, maintain account files, and collaborate with the General Manager and Marketing/Sales teams to generate new business and track sales. They will also be responsible for making outside sales calls, creating purchase orders, maintaining employee files, ordering supplies, and performing other duties as assigned by management, including assisting with training, booking private parties, and performing Host duties when needed.

Requirements

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

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 with the guest, to include menus, pricing, wine selection, room set-up, audio-visual requirements, and billing information.
Distribute BEOs, agreements, any last-minute changes, and all pertinent information in a timely manner.
Type and distribute all correspondence, including booking notices, letters, contracts, etc. for assigned managers.
Ensure that all correspondence is 100% accurate.
Assure all groups and private dining reservations are entered in OpenTable.
Maintain account files and ensure that all information is included in file, i.e. post-convention reports, letters, fax information, etc.
Work closely with General Manager to get appropriate food and beverage minimums and availability for all private/group dining inquiries.
Work closely with Marketing and Sales to generate new business.
Remain in contact with the client prior to event to get final guarantees and method of payment prior to the function.
Track and report group/private dining sales.
Track repeat business, as well as, creating an easy method to trace files to encourage repeat business.
Make outside sales calls to increase revenue for private dining room.
Create and process purchase orders.
Maintain employee files.
Order supplies as needed.
Perform other duties as assigned by management (assist in department training and paperwork as needed, book private parties and group buy-outs and assist with BEOs).
Perform all the functions of a Host as needed and warmly greet all of our guests.
Be available to answer forwarded phones during the day to ensure quick responses to guest.