Event Services Coordinator

Location: Tabernash, CO
Date Posted: 01-11-2019
The Event Services Coordinator is responsible for pre-planning groups up to 50 guests, BEO creation, event attendance & supporting the Sales/Events department in various sales and administrative tasks.
Primary Duties/Responsibilities:
* Organize meetings, tastings, phone planning calls and site visits with both prospective and existing clients.
* Coordinate logistical details including rental orders, event details, guest counts, proposal updates, and client follow up.
* Manage all internal meetings and special events along with smaller groups of up to 50 guests.
* Communicate with in-house teams on event changes and execution details.
* Prepare banquet event orders.
* Provide on-site support during event as needed or requested by team members and manage all special activities held in conjunction with events.
* Coordinate and execute logistical elements of all events including AV, catering, travel arrangements and other duties as required.
* Gather non-contract catering or meeting space information needed from client (e.g. food allergies, linen colors).
* Ensure that events as well as the event documentation progress seamlessly while collaborating with other employees, ensuring accuracy.
* Issue weekly Banquet Event Orders (BEO) to the operations team paying attention to detail, ensuring the information accurately reflects what has been requested by the client.
Administrative Duties:
* Receive incoming group inquiries, tracks in property management system, and routes to appropriate sales manager.
* Database management including preparation of weekly, monthly and annual sales reports.
* Process contracts for corporate, leisure and wedding sales.
* Data entry of yearly events calendar.
* Weekly population of events calendar and BEO distribution to all departments.
* Management of office supplies and guest amenities including ordering and inventory.
* Attends and takes notes at weekly sales and marketing meetings.
Knowledge, Skills, and Abilities:
* Strong computer skills including strong working knowledge of Microsoft Office Suite, Adobe Acrobat and other standard software.
* Must have strong organizational skills--both written and verbal.
* Delphi software experience or a similar database system preferred.
* Superior follow-up skills.
* Outgoing, personable, friendly with the ability to be coached.
* Extremely strong attention to detail.
* Adaptability, capable of multi-tasking.
* Valid CO Driver's License and clean driving record.
* Ability to work a flexible schedule including evenings/weekends/holidays as required.
* 1 year of event planning or coordination in a hospitality environment.
* 2 years of administrative-related experience; hospitality experience preferred.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences of relief, to equalize peak work periods or otherwise balance the workload.
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