Description:

Day of Coordinator will be responsible for assisting with the execution and organization of events. The ideal Day of Coordinator will have a flexible schedule being able to alternate between daytime, nighttime, and weekends in correspondence to the event schedule. Have the confidence and assertive drive necessary to achieve the stated objectives in sales, client service and satisfaction, event success and standards. The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.

Benefits:

• 401k
• Health, Dental, Vision, & Life Insurance options
• Sign-on Bonus $750.00 after 90 days of good standing employment
• Vacation and Holiday pay
• Amenities Usage

Duties and Responsibilities

• Assist with day of coordination for events such as weddings, rehearsal dinners, conferences, birthdays, anniversaries, charity events, trade shows, sales meetings, and business meetings.
• Build and maintain strong, long-lasting customer relationships.
• Understand category-specific landscapes and trends.
• Shadow and perform site tours when applicable.
• When applicable ensure all prospects and tours are given appropriate sales and marketing material.
• Understand and utilize the conference and events module of Caterease.
• Assist with processing all bookings and maintaining the prospect manager.
• Ensure all details of prospects are captured correctly and updated for future marketing activity.
• Assist to gather information for BEO sheets and preparing them ready for distribution to all staff and resort partners and other 3rd parties.
• Assist to ensure BEO sheets are completed in good time for sign off by client.
• Coordinate and assist with detail Meetings: Coordinate details of events such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, trade shows, sales meetings, business meetings, employee appreciation events and virtual events.
• Process and secure all ‘group’ inquiries both corporate and leisure.
• Meet and greet clients and groups upon arrival and departure where possible.
• Work within the Food & Beverage team to assist in achieving the team’s targets
• Prepare and modify event contracts as requested with assistance of Director of Hospitality Sales.
• Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the customer.
• Aggressively help gather information on each project to achieve quality event productions.
• Serve as liaison with vendors on event-related matters as needed.
• Anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Assist with planning menus with Chef and F&B Director.
• Keeping staff motivated to provide the highest standard of service.
• Have a basic understanding and knowledge of the resort and amenities to assist guest when applicable.

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Requirements:

• No experience needed.
• coordinating special events as needed.
• Excellent listening, negotiation and presentation skills.
• Ability to manage multiple projects and work assignments from a variety of staff.
• Ability to accomplish projects with little supervision.
• Fantastic customer service ethic and high expectations for quality.
• Experienced, professional with ability to execute administration and logistics in support of two directors in a busy special events environment.
• Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work evenings and weekends.
• Event coordinators need to remain calm during crisis and the high pressure of an event in progress.
• Oversees, delivery of supplies, arrangement of tables and décor.
• Ability to be on their feet for 5+ hours
• Ability to lift at least 50lbs on occasion
• Ability to work at least 16 hours per weekend during peak wedding season (May 1st - Oct 31st)
• Ensure that equipment and technology is set up properly for a formal presentation.