Wedding & Special Events Manager

Innisfree Hotels•Pensacola Beach, FL

3d•Onsite

About The Position

Innisfree Hotels is an inclusive workplace that fosters a culture of care where employees genuinely matter, and their voices are heard. Location: Hilton Pensacola Beach We are looking for an experienced and well-organized Wedding and Special Event Manager. You would be responsible for event documentation and coordination with Sales, hotel departments, and guests to ensure consistent, high-level service throughout the pre-event, event, and post-event phases of all hotel events. Recognizes opportunities to maximize revenue by upselling and offering enhancements to create outstanding events. Serve as the event planner's primary contact following turnover on property.

Requirements

Must have a high school diploma or equivalent.
Minimum 1 year of convention services or sales experience required, hospitality industry preferred.
Ability to interpret a variety of instructions provided in written, oral, or scheduled form.
Ability to read, write, and speak effectively in English in order to communicate with guests and team members.
Ability to perform basic mathematical calculations.
Ability to work with computers and good knowledge of operating software preferred.
Friendliness, problem solving, and organizational skills needed.
Have a strong attention to details.
Must be able to communicate effectively and often handle disgruntled guests and difficult situations.
Must be able to multi-task.
Must be a team player.
Ability to work independently with minimal supervision in a high degree of autonomy.
Travel requirements: 10% travel time.

Responsibilities

Always approaches all interactions with guests and employees in a friendly and service-oriented manner by maintaining a positive demeanor.
Organize, plan and prioritize your duties by developing plans and goals.
Timely communication to internal and external clients via telephone, email, written documents or in person.
Create and maintain relationships with clients to set and meet client expectations and deliver on those expectations.
Demonstrate knowledge of job systems, products, systems, and processes.
Resolve conflicts and negotiate with others while handling complaints, settling disputes, and resolving grievances and conflicts.
Selling and influencing both internal and external clients.
Make decisions and solve problems by analyzing and evaluating the issues and determining the best solution.
Ensure high-quality service by communicating and assisting others to understand the guest's needs, providing direction and guidance, feedback, and individual coaching when needed.
Participate in customer site inspections and assist with the sales process as necessary.
Serve as the lead point of contact for all matters specific to assigned events
Plan and execute assigned events from start to finish according to requirements, specifications, and objectives
Source and negotiate with vendors and suppliers to secure necessary event services
Coordinate event logistics, including but not limited to transportation, accommodation, catering, and equipment
Manage event budgets and approve invoices for payment
Produce post-event reports detailing successes and areas for improvement
Stay abreast of industry trends and developments to ensure events remain relevant and engaging
Identify opportunities for process improvements and implement solutions in a timely manner
Collaborate with corporate marketing and Sales Director to develop promotional and advertising materials for the wedding market and oversee the distribution of materials with the intent to increase business.
Coordinate and exhibit at bridal shows, conferences, and events to explain the hotel’s merits and amenities to help influence future business.
Network with wedding planners and special event planners to encourage hotel bookings.
Act as the lead during events, which includes briefing staff on the plans, setting out timelines for events, ensuring proper event setup, and directing staff during events to ensure execution according to client expectations. Overseeing the flow of activities at an event or wedding to ensure that everything runs smoothly and according to the schedule
Generates contracts and BEOs.
Assists in the creation of Wedding Packets, Group Resumes, Pre-Planning Meeting Packets, Pre-Conference Meeting Welcome Packets, and Thank You Letters.
Manage budgets and resources to ensure that events are produced within time constraints and with high-quality standards of excellence
Coordinates Pre-Conference Meeting and Post-Conference Meeting Outlook invites.
Responsible for final function details to be confirmed 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc.)
Follows all company policies, procedures, and meet standards.
Shows initiative in job performance by anticipating the needs of guests.
Performs any other duties as assigned by management.