Events Coordinator

POSITION SUMMARY:    

The Event Coordinator is the point of contact for sold catering and meeting space-only events between the client and the property and ensures all phases of assigned property events have a high level of service. Additionally, this position is responsible for ensuring property events have a seamless turn-over from sales to service and for recognizing and realizing opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events.

The Event Coordinator also assists with the management of both wedding room blocks and horse show blocks in conjunction with the Murieta Equestrian Center. Inventory management of the guestrooms within the blocks, room block cut-off dates, and creation, modification, and cancellation requests would be handled.

The Event Coordinator drives customer loyalty by delivering service excellence throughout each experience and maintains a thorough knowledge of The Murieta Inn & Spa and all its grounds, products, and services as well as awareness of other roles and responsibilities throughout the organization and is responsible for driving sales initiatives of other services. In addition to maintaining our vision by adhering to The Murieta Inn & Spa’s values, this position must provide the highest level of service to our guests in all sales related functions while maximizing rate and occupancy.

Principal Duties and Responsibilities:

• Ensure that events as well as the event documentation progress seamlessly by following established procedures, collaborating with other employees, and ensuring accuracy

• Gather non-contract catering or meeting space information needed from client (e.g. food allergies, linen colors)

• 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

• Check all meeting spaces before client arrival to ensure satisfaction; assist with set up as needed

• Be the point of contact for client throughout their stay, handling questions and concerns in a professional manner

• Gather all necessary information and invoices then review bill with client to ensure accuracy

• Identify operational challenges associated with his/her group and determine how to best work with the property staff and customer to solve these challenges and/or develop alternative solutions

• Efficiently processes all room block reservation requests, changes and cancellations received

• Monitor group room block inventory and ensure cut-off dates are being adhered to

• Ensure billing accuracy and conduct bill reviews with the clients prior to processing the final bill

• Support other members of the Sales Team, stepping in to assist in duties as appropriate

• Perform other duties, responsibilities, and special projects as assigned by Director of Sales & Marketing and General Manager

Knowledge, Skills, and Abilities:

· Ability to manage work-in and work-out hours by using appropriate judgement as to the needs of clients, incoming inquires and market demand

· Strong communication skills, and the ability to present event ideas and plans to client and vendors

· Experienced telephone sales with proven sales negotiating and closing skills using appropriate etiquette

· Speak with others using clear, professional, and respectful language and tone

· Prepare and review written documents accurately and completely

· Outstanding interpersonal skills and attention to detail

· Ability to handle confidential and sensitive information

· Ability to handle multiple guests and operational demands with a high degree of professionalism, operating often with time sensitive deadline

· Proficient computer skills and knowledge

· Ability to work a flexible schedule including nights, weekends and holidays