Meetings and Events Manager

Position Summary

The Company operates 24 hours a day and 7 days a week so operational demands require variations in shift days starting and ending times and hours worked in a week.

The Executive Event Manager coordinates all aspects of groups and meetings / events once contracted by the Director of Sales thus transitioning to be the clients main point of contact. This role communicates all group / event-related information to hotel team members in an accurate and timely manner. Additionally this position will contract and detail catering only meeting / event functions.

Essential Functions

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Utilize CI / TY system for accurate blocking of events groups traces and generation of BEOS
• Generates Banquet Event OrdersGroup Resumes function room diagrams and business correspondence.
• Fully manage guest room block details such as rooming lists providing confirmation numbers to client collaborating with front office for special group needs in relation to guestrooms etc.
• Ensure all groups have proper billing established and payment is executed according to the contract. Will also be responsible to ensure all groups have a zero balance at the conclusion of their stay and / or event.
• Obtain guarantees for food and beverage functions Obtains all information required to prepare
• Group Resumes Receive and respond to all customer inquiries within deployed market
• Provide marketing collateral to clients and guests; which may include menus meeting room layout seating capacity diagrams and similar
• Prepare and send requested proposals and contracts to designated potential clients within deployed market.
• Obtain necessary approvals / permits / insurance certificates for functions
• Chair pre-conference and post-conference meetings attends departmental and BEO meetings
• Communicate all group information / changes to existing information to appropriate hotel colleagues in an accurate and timely manner
• Entertain clients as appropriate
• Maintain an active trace system for all assigned groups
• Visit all primary and secondary competition
• Audit banquet checks for assigned groups
• Contract business with approved vendors as appropriate
• Approve payment and provide backup for contracted vendor business
• Booking and detailing all local catering leads
• Coordinate all aspects of groups / meetings / events to include but not limited to :

Food and beverage requirements timing of events audio visual requirements special attention guests room type allocation rooming lists amenities function room setup group transportation type of check-in check-out to include satellite check-in special meal requests arrival / departure manifests bag pulls luggage storage complimentary rooms billing instructions authorized signatures room deliveries telephone and internet requirements box storage and delivery power requirements security requirements key requirements expected F&B outlet usage group hospitality / office / registration desk requirements business center requirements entertainment leisure activities décor (to include floral) requirements refer business to approved suppliers of service / products as necessary

Answering inquiry calls replying to RFPs actively soliciting potential clients via telephone confirming function space availability and quoting associated room rental fees verifying that there are no conflicts with existing clients who may be industry competitors blocking function space in CITY generating and executing contracts securing deposits and final method of payment coordinating all logistical aspects of group / event as outlined above ensuring the success of events so clients become repeat customers and any other tasks / duties as requested by management.

Qualifications

The Company may consider equivalent combination of acceptable education and experience providing the knowledge skills and abilities cited below.

Education and Experience

Job Skills :

Experience Required :

Working Conditions & Physical Effort Work is normally performed in an interior hotel environment. While performing job duties the associate speaks listens completes documents processes requests and operates office equipment such as a telephone calculator computer copier and fax. Physical requirements include extended periods of standing and / or walking bending reaching pulling pushing kneeling and lifting up to 25 pounds. The job requires close vision with or without corrective lenses. This position may be required to operate a motor vehicle

Required Experience :

Manager

Key Skills

Marketing,Catering,Organizational skills,Hospitality Experience,Management Experience,HubSpot,Event Planning,Events Management,Project Management,Event Marketing,Leadership Experience,negotiation

Employment Type : Full-Time

Experience : years

Vacancy : 1