Special Events Specialist

Hard Rock Hotel & Casino Ottawa•Hollywood, FL

2d•Onsite

About The Position

Under the direction of the Promotions Manager, the Special Events Specialist is responsible for coordinating and implementing special events and entertainment. 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. The candidate must possess a positive attitude, exceptional guest service skills, outstanding phone etiquette, excellent interpersonal skills, strong communication and problem-solving skills, and the ability to multi-task and make quick decisions in a stressful environment. The candidate must also be self-motivated, flexible, adaptable and able to work independently. Commitment to routinely go above and beyond in the accomplishment of position responsibilities in an effort to play a role in the achievement of organizational goals. Must be able to deliver a service level which creates an atmosphere that makes our guests want to return, giving each guest a positive, memorable entertainment experience. Must present an image of excitement, enthusiasm, and outgoing personality, while being able to project a professional appearance.

Requirements

Must possess strong organizational, communication (both written and oral) and multi-tasking skills with attention to detail.
Proven ability to successfully handle and prioritize multiple projects and meet critical deadlines.
Must be able and willing to work a flexible schedule, to include evenings, weekends and holidays.
College degree in Hospitality, Event Planning, Marketing or Public Relations preferred and (3) years or more of similar administrative experience required or an equivalent combination of education and experience.
Casino experience preferred.
Intermediate Microsoft Excel skills required/advanced preferred
Familiarity with i-series/MMS and one of the following programs preferred, Daylight, Delphi, Caterease, Meeting Matrix, CAD.
Ability to read and understand all Seminole Tribe of Florida policies and procedures.
Must be able to communicate effectively with guests in English, specific to position duties and responsibilities.
Must be able to complete standard Seminole Tribe of Florida forms and reports.
Must possess basic mathematical skills to include ability to add, subtract, multiply and divide specific to position responsibilities.

Nice To Haves

College degree in Hospitality, Event Planning, Marketing or Public Relations preferred
Casino experience preferred
Advanced Microsoft Excel skills preferred
Familiarity with i-series/MMS and one of the following programs preferred, Daylight, Delphi, Caterease, Meeting Matrix, CAD.

Responsibilities

Consult with Promotions 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 and entertainment, 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.
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 in coordination with Culinary and make adjustments to BEOs and communicate all changes to all 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.