what you will accomplish
- The Events Coordinator creates an experience for our guests by providing a welcoming, helpful, and exceptional service. While maintaining a clean, comfortable, and inviting environment. Our Events Coordinator Assistant will work closely with the Food & Beverage Department to coordinate guest inquiries for events at Ko’a Kea Hotel and Resort.
- Liaisons with a variety of departments such as and not limited to kitchen, banquet operations, restaurants, and bars to maintain the highest level of service & B&F standards while maximizing profits through outstanding customer service.
- Reactively receives, handles, and coordinates all events. Needs to work on flexible work schedule as required and when hosting events on property.
- Process all booking requests, changes, and cancellations received.
- Accommodate and document special requests.
- Follow sales techniques to maximize revenue.
- Set-up proper billing accounts according to accounting policies.
- Plan and deliver events together with the client while building strong relationships and encouraging repeat business.
- Follow company and department policies and procedures.
- Keep organized files of all groups and events for easy and accurate reference.
- Coordinates all events as delegated to ensure maximum customer satisfaction and higher yielding generated from each event.
- Ensures that all department heads are informed of significant groups which will impact the Hotel operations.
- Adheres to the Hotel’s Selling Strategy for Events.
- Continuously review procedures and processes within the department to maximize profit, increase productivity and improve efficiency.
- Maintains complete knowledge of and complies with all hotel/ departmental policies and procedures.
- Ensures that all information for the Daily Events Sheet is complete and accurate and distributed on a timely basis.
- Makes changes to Banquet Event Orders as necessary, ensuring that correct information is communicated to respective departments on a timely basis to best service the client.
- Ensures client files are kept organized and current with all required information.
- Monitor Event production and adjust activities, to achieve planned goals.
- Maintains active business relationships with existing customer database and ensures new and repeat business to support revenue goals.
- Liaising with clients to ascertain their precise event requirements.
- Ensures active follow up on sent offers as per guest requirements.
- Ensuring insurance, legal, health and safety obligations are adhered to.
- Coordinating with venue management, caterers, stand designers, contractors and equipment hire.
- Maintain timely and responsive communication with all accounts and prospects.
- Yields all leads prior to the offer letter being sent out, in terms of, venue assigned, or rates offered – especially in an area set up.
- Ensures all Events are managed as per the policy and company standards.
- Supervision and communication with F&B Operations during events and assuring guest satisfaction throughout the event.
- Inspect function rooms daily.
- Responsible for arranging the exit meeting with the meeting planner/ decision maker.
- Responsible for handling unexpected requests of the customer.
- Fully aware of the available equipment in the hotel
- To fully comply with the hotels credit policy in obtaining pre-payment or approved credit letters for all events
- Ensures the preparation of Event Order as per departmental standard and assuring proper distribution of the same.
- Inspects all function areas before events to ensure set up in accordance with customer specifications.
- Follows up on event orders to assure clear line of communication with other departments, especially F&B operations, and the kitchen.
- Consistently anticipate needs and diagnose areas of opportunity while meeting deadlines with little to no supervision.
- Coordinate appointments and tours to see our venues and schedule events on the company calendar.
- Attend all meetings and workshops and ensure that you and your team have all appropriate materials to hand.
- Maintain warm, hospitable guest relations in all guest contact.
- Meet and greet clients and visitors.
- Create and modify documents using Microsoft Office.
- Provide general clerical duties to include but not limited to photocopying, faxing, mailing, and filing.
- Maintain hard copy and electronic filing system.
- Follow through on all phone calls received.
- Assist with various office tasks as needed.
- Thoroughly completes projects and assignments professionally with care.
- Adjusts to high pressure conditions and is open to change.
- Assumes responsibility for personal growth and development.
- Always conducts him/herself (acts/dresses) professionally; sets standards for all.
- Conveys company information, decision, or problems to appropriate parties on a timely basis.
- Works to resolve disagreements and is respectful of peers and co-workers.
- Expresses ideas and conveys information clearly, effectively, and professionally.
- Other duties as assigned.
- Scrupulously follows all Ko’a Kea Hotel & Resort policies and procedures.
what you will bring
- Knowledge of the English language to effectively communicate with guests, associates, and vendors.
- Knowledge of all hotel departments and functions.
- Good mathematical and computer skills.
- Ability to actively listen to others.
- Ability to accurately use various Microsoft Office software and PMS system.
- Ability to be a team player.
great if you have
- High school education.
- Minimum of two years as an Events Coordinator or similar position.
- Minimum lifting/pulling of 20 pounds.
- Pushing, bending, stooping, upward reaching, manual dexterity.
- Hearing, writing, typing.
benefits
- Health Insurance
- Vision Insurance
- Dental Insurance
- Pharmacy Insurance
- 401K
- Referral Bonus
- Paid Time Off
- Birthday Holiday (Full-Time or Part Time Only)
- Gone Fishing Holiday (Full-Time Only)
- Opportunities for advancement
Wage: $30.00
We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
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