Special Events Coordinator - Marketing - FT

Hard Rock Hotel & Casino Ottawa•Coconut Creek, FL

About The Position

Our team members are the key to our company’s success, and their health and well-being, as well as that of their families, is very important to us. We offer a comprehensive benefits package that allows our team members stay healthy, plan for their future and maintain a healthy work-life balance. Benefits may vary with employment status. To see our fill list of Team Member Benefits please visit our career site: www.gotoworkhappy.com/benefits Job Description: JOB DESCRIPTION: Under the direction of the Special Events Manager, the Special Events Coordinator is responsible for coordinating and implementing special events. Duties include, but are not limited to: answering calls, requesting RFPs from vendors, processing invoices, monitoring and keeping event budgets up to date with great attention to detail.

Requirements

Must have excellent organizational skills and be detail oriented
Must maintain detailed and organized account files and budgets.

Responsibilities

Must have excellent organizational skills and be detail oriented
Consult with Special Events Manager and assist in the proper planning for the execution of event marketing programs and strategies that support property marketing plans, brand growth, revenue and retention goals.
Execute and oversee expenditures for special events, record expenditures, chart budget variances and submit to ensure budget requirements are met.
Submit event invoices (i.e. entertainment, décor, production, rentals, etc.) into MMS as soon as the service is confirmed and no later than 7 business days prior to event date.
Review event bills for accuracy and approve payment within the necessary timeframe.
Must maintain detailed and organized account files and budgets.
Perform administrative/clerical duties as needed and assigned by but not limited to: processing invoices, calling vendors and guests, monitoring and keeping event budgets up to date with attention to detail.
Coordinates city projects with general contractor – including permits and seeing that everything is up to state codes on the project.
Communicate event information to operating departments to ensure timely coordination.
Responsible for the appropriate and timely project/event set ups
Handle any unexpected emergencies or issues that come up during project.
Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
Execution tasks include but are not limited to: equipment requirements, fire and safety code compliance, complete overall understanding of the impact on the property, research vendors, assess feasibility, options, etc.
Generate Banquet Event Orders and make adjustments to BEOs and communicate all changes to the culinary and other supportive departments prior to and during events.
Interfaces with operating departments to ensure timely coordination of all events.
Establishes an effective working environment relationship with all operating departments.
Maintain good working relations with tribal vendors
Answer telephones and give out accurate information concerning marketing events.
Answer performer and vendor inquiry calls and advise of vendor approval process and pertinent property information/contacts.
Maintains security and confidentiality of files, records and lists.
Performs clerical duties as needed and assigned.
Exhibit conduct in accordance with all Gaming Commission Regulations and Seminole Tribe of Florida departmental policies and procedures
Demonstrate a commitment to ensuring responsible gaming and responsible alcohol service by discretely notifying appropriate management of concerns and observations
Demonstrate actions and behaviors that reinforce the Company’s Mission and Values of Communication, Integrity, Fun, Respect, Accountability, Passion and Dedication
Ensure prompt and discrete notification to management and/or the Ethics Hotline of any observation of illegal acts or internal ethics violations.
Other duties as assigned.