Event Coordination Manager

Description

The Event Coordination Manager Assist the Creative Director with establishing the Event Departments Procedures and implements them into the daily business routine. Also, coordinates and build relationships with the vendors of the Biltmore Event Design approved vendor program, builds and promotes client relationships with the Creative Director and target and develop 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).

• Achieve set monthly individual goals as well as department goals
• Follow up on sales and proposals with Biltmore social clients and corporate groups.
• 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.
• Coordinate the set-up, load in and strike of the vendors regarding event décor, entertainment
• Systemizing files, documents, and contracts of the department
• Generate reports with the Creative Director for Security vendor sign in, BED BEO’s, accounts receivable and accounts payable, commissions, and financial forecasts
• Oversee implementation of the Wedding planner incentive program, tracking the history of the approved individuals and monitoring the rewards system
• Strong negotiation and administrative skills
• Ability to handle multiple tasks simultaneously
• Pro‑active work method, from planning to execution
• Experienced in dealing with a diverse clientele base, from financial to pharmaceutical to fashion, national and international clients, including South Florida vendors
• Ensure rates/prices and minimums committed are competitive and offer highest yield for the hotel to ensure maximum profitability
• Continuous acquisition of new accounts
• Solidify and maintain relationships with assigned accounts/vendors through regular sales visits, client entertainment, agency/office receptions, site inspections and repeated follow‑up
• Develop creative ideas to ensure maximum revenues and client satisfaction
• Extensive knowledge in food, beverage, set‑up, A/V, telecommunications and decor
• Maintain proper and complete files on all accounts in Delphi and folders
• High sense of urgency and accuracy
• 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.

Experience and Education Required

• Education
• High School Diploma Is Required. Bachelor’s Degree Preferred
• Experience
• 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

• 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.

• 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…