The Event Services Coordinator/Red Coat is responsible for articulating and negotiating all details related to scheduled meetings and events at the hotel, including event specifications. The Event Services Coordinator/Red Coat will also assist the Director of Convention Services, Convention Services Managers, Sales Managers, and Banquets team in obtaining customer satisfaction by performing administrative duties and event concierge services relating to groups and events.
Job Duties & Functions
- Approach all encounters with guests and associates in an attentive, friendly, courteous and service-oriented manner.
- Maintain high standards of personal appearance and grooming.
- Answer phones; qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner.
- Read and analyze banquet event order in order to gather guest information, determine proper set up, timeline, specific guest needs, buffets, action stations, etc.
- Maintain file system to ensure office is organized and efficient.
- Maintain Delphi. ensuring consistent, accurate and working properly.
- Assist managers on creative projects including proposals, invitations, special events, etc.
- Maintain timely and effective paper flow and communication within department and to other departments.
- Work with Convention Services Manager, detailing upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
- Distribute BEO’s, Changes, Rooming Lists, Signed Contracts, Revisions, etc. to appropriate departments as it relates to meeting and groups.
- Assist guests and clients with small changes, requests, etc., and completes needed paperwork for Manager.
- Site inspections for the department as needed
- Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
- Call clients for guarantee numbers for functions 72 hours prior, creates/closes house accounts and complete AV order.
- Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
- Other items as they relate to the Sales and Marketing and Convention Services, as well as any other items as needed by entire management staff.
