Event Coordination Manager

Event Coordination Manager

The Event Coordination Manager assists the Creative Director with establishing the Event Departments procedures and implements them into the daily business routine. Also, coordinates and builds relationships with the vendors of the Biltmore Event Design approved vendor program, builds and promotes client relationships with the Creative Director and targets and develops new relationships with potential customers. The Event Coordination Manager will be the contact person for the Wedding Planner Initiative Program launching in January '08 and will be responsible for the enlisting of approved Wedding Planners nationwide and monitoring their performance in the program. This position requires consistent adherence to policies and procedures of the department as outlined in the Biltmore Standard Operating Procedures (BSOP'S).

Responsibilities:

1. Achieve set monthly individual goals as well as department goals
2. Follow up on sales and proposals with Biltmore social clients and corporate groups.
3. Assist the Creative Director with the production of the events by coordinating vendors, researching information and products, keeping current the event calendars and weekly agendas, following up with billing, and attend all required departmental meetings.
4. Coordinate the set-up, load in and strike of the vendors regarding event dcor, entertainment
5. Systemizing files, documents, and contracts of the department
6. Generate reports with the Creative Director for Security vendor sign in, BED BEO's, accounts receivable and accounts payable, commissions, and financial forecasts
7. Oversee implementation of the Wedding planner incentive program, tracking the history of the approved individuals and monitoring the rewards system
8. Strong negotiation and administrative skills
9. Ability to handle multiple tasks simultaneously
10. Pro-active work method, from planning to execution
11. Experienced in dealing with a diverse clientele base, from financial to pharmaceutical to fashion, national and international clients, including South Florida vendors
12. Ensure rates/prices and minimums committed are competitive and offer highest yield for the hotel to ensure maximum profitability
13. Continuous acquisition of new accounts
14. Solidify and maintain relationships with assigned accounts/vendors through regular sales visits, client entertainment, agency/office receptions, site inspections and repeated follow-up
15. Develop creative ideas to ensure maximum revenues and client satisfaction
16. Extensive knowledge in food, beverage, set-up, A/V, telecommunications and decor
17. Maintain proper and complete files on all accounts in Delphi and folders
18. High sense of urgency and accuracy
19. Understand the operations of the banquet, set-up, culinary department, front desk & concierge, reservations and housekeeping Conduct pre-event and post-event meetings with clients.

Requirements:

Experience and Education Required:

• High School Diploma is required. Bachelor's Degree preferred
• Minimum of three years Event, Catering and Conference experience in a luxury hotel property/resort with an identifiable track record of team play and client loyalty and sales

Skills Required:

• Speak, read, write and understand the English language.
• Compute accurate mathematical calculations.
• Provide legible communication and directions.
• Perform job functions with attention to detail, speed and accuracy.
• Prioritize and organize.
• Think clearly, remaining calm and resolving problems using good judgment.
• Follow directions thoroughly.
• Understand guest's service needs.
• Work cohesively with co-workers as part of a team.
• Work with minimal supervision.
• Maintain confidentiality of guest information and pertinent resort data.
• Use a computer keyboard and possess basic typing skills.
• Possess moderate to advanced computer skills.
• Work in a dynamic and constantly changing environment.
• Adept to multitasking.

Physical Demands:

• Must be able to:
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 20 pounds without assistance
• Stand, sit, or walk for an extended period of time or for an entire work shift
• Reach overhead and below the knees, including bending, twisting, pulling, and stooping
• Use, carry, and operate all necessary office equipment using finger dexterity.
• Communicate with employees, managers, subordinates and guests through verbal communication, hearing ability, and visual acuity.
• Visually look at a computer for extended periods of time.
• Adapt to moderate temperatures in the hotel as thermostat is controlled by hotel environmental systems. Most work tasks are performed indoors.

Success Criteria:

• Team Player
• Demonstrates co-operation within the team and with other departments
• Listens carefully and works well with others
• Has a positive influence on others in the team and clearly enjoys working with people
• Guest Focused
• Anticipates guests' needs and is sensitive to people from all cultures
• Has a natural, warm smile and a friendly and passionate approach
• Demonstrates confident, helpful and genuine behavior with internal and external guests
• Delivers their Best
• Has energy and sense of urgency for his/her work
• Resourceful, makes things happen and looks for ways to work more efficiently
• Always looks their best and acts appropriately (e.g. approaching guests, body language, and eye contact)
• Composed
• Able to stay calm under pressure
• Demonstrates maturity and ability to cope with the unexpected
• Never lets personal feelings interfere with delivering the highest standards
• Trustworthy and responsible
• Excellent records of attendance and punctuality
• Is reliable and demonstrates the ability to work without supervision
• Demonstrates a high level of personal integrity, honesty and trust
• Time Management
• Uses his/her time effectively and efficiently; values time, concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities. Makes decisions in a timely manner.
• Listening
• Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees.

Licenses or Certifications:

• N/A

Standard Specifications:

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. This job description reflects the job content at the time of writing and will be subject to periodic change in light of changing operational and environmental requirements. Such changes will be discussed with the job holder and the job description amended accordingly.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

The employee will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/Division.

The employee will actively follow The Biltmore Hotel policies including Equal Opportunities policies and will maintain an awareness and observation of Fire and Health & Safety Regulations.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Grooming:

All employees must maintain a neat, clean and well-groomed appearance per Biltmore Hotel standards.