Events Coordinator

JOB TITLE: Events Coordinator

DEPARTMENT: FOOD & BEVERAGE

RESPONSIBLE TO: Head of Event Sales

1. Primary Role

• The Events Coordinator is responsible for supporting the Events managers in proposing,

contracting, and detailing events across all segments.

2. Essential Functions

• The Events Coordinator will consistently demonstrate Firmdale Core Values, Attention to Detail, Enthusiasm, Passion, Relationships, and Resilience while executing primary duties including the following essential functions:
• The focus of the role will be to receive and communicate inquiries, maintain departmental systems, and detail meeting spaces, food & beverage, and special concessions, and assist with the administration of the department
• Receive initial inquiries, providing preliminary information, and qualifying leads across segments
• Spearhead communication with the client throughout the planning process once the contract is signed to organize details and compile the Banquet Event Order accurately
• Generate daily, weekly, and monthly reports
• Assists with preparing sales proposals and contracts as needed, often communicating with clients on Sales Manager's behalf
• Review each event’s details including contracted room hire, food & beverage minimum spend, menu selection/guest count due date, special concessions, and attrition clauses, and validate with the client via turnover letter
• Monitor and enforce program deadline dates
• Process signed contracts, ensuring deposits and relevant charges are posted correctly and that all systems are updated to reflect the confirmed booking.
• Produce and send receipts and invoices to clients for deposits and final billing.
• Distribute BEOs for group and affiliates 6-12 days before events
• Participate in site visits as needed and plan meetings for upcoming events
• Assist managers in scheduling appointments, and coordinating rentals and specialty items for events as required

3. Required Education/Experience:

• 2 years of experience in customer service, ideally in a luxury hotel environment.
• A BA/ BS degree in hospitality, business a related field, or a career path of internal growth in hospitality.
• Proven success in managing an outstanding product and guest experiences.

4. Required Knowledge/Skills

• Exceptional interpersonal skills for positive and effective communication with

a diverse population including complaint resolution

• Excellent verbal and written communication skills
• Extremely organized and efficient in planning, prioritizing, and executing a complex workload
• Must be flexible to adapt to changing business needs and/or ad hoc projects
• Must be adept at multi-tasking and managing multiple priorities in a fast-paced environment.
• Proficient in all Microsoft Office applications, Opera and Delphi
• Must be able to exert a well-paced ability to reach other departments of the hotel on a timely basis

5. Physical Requirements

• Ability to research, read, review, enter, and retrieve information from computer and hard copies.
• Speak, read, write, and understand the primary language(s) used in the workplace.
• Prolonged standing, walking, and bending in addition to sitting in front of a computer.
• Regular communications in person, by writing, and by telephone.
• Perform work, and be present, on Hotel premises to ensure satisfaction of clients considering an event and those already booked.