Events Coordinator

Role Summary
Join our team as the Events Coordinator at Solage. The Event Coordinator is responsible for assisting the Events Department with the overall planning and execution of events - both Social and Corporate. The Events Coordinator assists with all paperwork associated with the servicing of an event. Preparation of all paperwork and printouts for weekly BEO Meetings, Group Resume meetings and ensuring that everything is distributed to all departments, accurately and with a sense of urgency. Coordinates all in house meetings for the resort working with department heads and human resources.

Key Responsibilities
Please note that this is not an exhaustive list of everything that needs to be done! Within the Auberge family, our people always find new ways to look after the business, their guests, and their team-mates. Within this, the key responsibilities for this position are:

• Develop and maintain all filing systems within the department
• Distribute Banquet Event orders (BEO's) in a timely and efficient manner
• Ensure that all information is correctly loaded in Delphi
• Maintain complete knowledge of hotel services, features, hours of operation and daily events
• Run daily, weekly and monthly reports as needed
• Assist Catering and CS Managers in all activities, including, but not limited to; BEO creation, group resume creation, client services, amenity forms, room inspections and reservations, restaurant and spa reservations, merging of documents
• Provide general information: address guests' questions regarding hotel services and policies.
• Answer the telephone and direct calls/messages to appropriate personnel or guests. Helps with punctual follow up on customer questions and inquiries
• Retrieve and distribute departmental mail
• Make photocopies and process as specified
• Process all changes to BEO's and complete BEO change log as needed
• Insert banquet check numbers into Delphi
• Assist managers in calling clients for their function guarantees
• Attend designated meetings, take minutes, transcribe and distribute
• Answer telephone inquiries
• Assist managers in calling vendors for specified items
• Continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies at all times
• Comply with any other reasonable tasks requested by management and any reasonable request made by a guest
• Ensure and maintain security and confidentiality of information relating to guest/employee data held within the hotel. Re-direct "press calls" at all times to the correct personnel and do not disclose any data to outside sources
• Knowledge of operating software including OPERA, Delphi FDS, Alice for amenity orders, engineering tickets, traces, reservations etc.

Required Qualifications

• Minimum of 1 year of experience in catering/conference services/weddings and event services or event management the catering/banquets function, preferably in a luxury resort setting
• Thorough understanding of sales and event contract language
• Professional appearance and demeanor
• Able to work flexible days and hours based on client programs and demands, including weekends if necessary

Skills & Abilities

• Ability to professionally represent the resort, and interact with clients in a polished, responsible, and timely manner.
• Ability to run and analyze sales and catering reports and complete all program actuals.
• Knowledge of Napa Valley wineries and off-site event locations a plus
• Knowledge of competitive landscape a plus
• Excellent written and verbal communication skills
• Exceptional follow through, attention to detail and sense of urgency
• Ability to multi-task and coordinate multiple projects simultaneously
• Strong client/guest service skills.

Physical Demands and Work Environment

• Frequent or occasional need to perform the following physical activities: reaching bending, pushing, pulling, twisting, lifting, and climbing
• Frequent need to perform standing and walking activities related to inspecting property
• Constant need to perform the following physical activities: grasping, turning, finger dexterity
• Occasional need to stand for long periods of time
• Lifting/carrying up to 10 lbs. frequently and 25 lbs. occasionally
• Vision requirements: constant need to view small print. Frequent need to see small details and things clearly beyond arms’ reach
• Hearing requirements: constant need to speak on telephone and/or two-way radio, respond to the general public and converse with staff. Ability to hear fire alarms and emergency equipment.

Our Company
Auberge Resorts Collection is a portfolio of extraordinary hotels, resorts, and residences. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine, innovative spas, and gracious yet unobtrusive service. With 21 one-of-a-kind hotels and resorts, with 7 in the announced pipeline, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations. Please visit aubergeresorts.com to learn more about our Collection. Follow us on Linked In, Facebook, Twitter, and Instagram: @AubergeResorts and #AlwaysAuberge.

Our mission is to be the best-loved manager of one-of-a-kind luxury properties and experiences. Auberge is a family of intimate, one-of-kind hotels and resorts that define an approachable style of luxury in both product and service that resonates with the curious modern traveler. Passionately local, experience-led, romantic, and stylish, these hotels hum with a vibrancy that is both refined and relevant.

A century ago, Calistoga was a town centered around its bubbling natural hot springs and the beautiful weather of the Napa Valley. Today, it’s a bucket-list destination for ardent wine lovers, foodies, and wellness seekers for its particularly enviable version of the “good life.” Solage was created to reflect its hometown spirit, drawing visitors as well as area vintners who come here after a day in the vineyards to relax over a glass of wine or a craft cocktail and connect.

What Else?
At Auberge, we are passionate about our mission to be the best-loved operator of one-of-a-kind luxury properties and experiences. We are storytellers and story-makers, delivering simple pleasures and creating unforgettable memories. Born in Napa and inspired by the most relaxing places in the world, we prize simplicity, comfort, and beauty. Whatever role we play in Auberge, and wherever we work, we all live by the view that our core purpose is to enrich people’s lives.

The successful candidate will have a general understanding of Solage, the Hospitality industry and this position.

If you feel that our approach is aligned with your own passions and beliefs, then please talk to us about becoming part of our family.

Auberge Resorts LLC is an Equal Opportunity Employer, M/F/D/V. Auberge Resorts LLC provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Auberge Resorts LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Type: Full-time

Pay: From $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Weekend availability

Ability to commute/relocate:

• Calistoga, CA 94515: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

Salary : $25 - $-1