Experiences Coordinator

Experiences Coordinator

Join the Experiences team as a full-time Experiences Coordinator and become one of the authors of our story. The Experiences Coordinator is responsible for setup, execution and follow-through of various experiences, events, programs and food & beverage initiatives at The Vanderbilt. They are someone who is hyper organized and efficient, while having the ability to speak and work with our guests and members to ensure they have a memorable experience.

You will play a key role in operations and be cross-trained to assist in every department and aspect of the hotel. This is a wonderful opportunity for a curious and active person to join the exciting world of hospitality and experiences.

The Experiences Coordinator role works on projects that range across culinary, design, wellness, fashion, the arts and music. The Director of Experiences will coach the coordinator to hone their project management skills and to develop a keen eye and strategic, critical approach as it relates to experiences and touchpoints that drive the property's brand pillars and positioning.

This is a full-time, on property position and will require work on some weekends and holidays.

Core Responsibilities:
On Property

• Internal Communications & Training
• Annual Programming and Activities Management & Execution
• Experience Event Planning & Execution
• Experience Sales, Guest Relations & Personalization
• Vendor/Local Partner Relationships
• Admin:
  Google Suite, Alice, Opera, Revinate, Delphi

Responsibilities:

• Manage annual programming calendar
• Major holiday programs, one-off events and working with Ops team to secure buy-in and flesh out
• Organize and plan weekly activities, special events and holiday programs, including setting up and hosting certain activations
• Ex. Trunk Shows, Easter Egg Hunt, Halloween party
• Audit
• Engage with guests in an effort to promote and sell activities, help build out itineraries and drive personalization through amenities, surprises and delights
• Help ideate and execute special amenities
• Ensure public spaces and touchpoints are on-brand and maintaining standards
• Help Concierge team build out custom itineraries
• Support Events and Sales team with group experiences and itineraries
• Communicate with team members on upcoming experiences or events
• Work with Front Office to ensure team is trained on booking and billing processes for all experiences and events
• Maintain cooperative relationships and open lines of communication with leaders of other departments throughout the hotel to ensure successful promotion and execution
• Manage experiences, events, amenity and food & beverage related OS&E
• Manage sourcing, purchasing, organization, storage, invoices and trade accounts with vendors
• Manage internal training documents for experiences and events:
• Manage SOPs and BEOs (with Events team), including trial setups and photo documentation for training purposes
• Update and manage brand decks
• Gather and organize metrics on experiences and programming: bookings, guest feedback, revenue
• Work with Finance team to ensure all revenue is reflected by EOM
• Manage local vendor relationships and communication
• Invoices, reconcile missed or incorrect charges, track and organize contracts
• Manage seasonal quality of experiences and audit billing
• Liaise with marketing on experience-related touchpoints and channels:
• Programming calendar, collateral and signage
• Fact checking website
• Supporting with Alice texts and guest comms relating to experiences