Job Overview
Employment Type
Full-time
Work Schedule
Flexible
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Employee Discounts
fitness center access
Professional Development
Job Description
The Shelborne by Proper is a distinguished luxury hotel located in the vibrant city of Miami. This iconic beachfront landmark has recently undergone a comprehensive restoration that honors its rich heritage while embracing modern luxury. The hotel's architecture preserves the original 1940 Art Deco style designed by Morris Lapidus and Igor Polevitzky, combining historical elegance with contemporary sophistication. Visitors to The Shelborne experience a seamless integration of classic charm and modern amenities that cater to both leisure and business travelers. The hotel features four diverse food and beverage venues, including a signature restaurant, a stylish lobby bar-lounge, and a curated... Show More
Job Requirements
- Bachelor’s degree in hospitality management, event planning, business administration, or a related field preferred
- Minimum of 5 years of experience in conference services, event management, or a similar role in the hospitality industry
- Proven experience coordinating large-scale conferences, corporate meetings, and events
- Proficiency with event management software such as Delphi and Cvent
- Strong skills in Microsoft Office Suite including Word, Excel, and PowerPoint
- Excellent organizational skills and ability to multitask effectively
- Exceptional communication skills to interact with clients, vendors, and internal departments
- Strong problem-solving skills and ability to maintain professionalism under pressure
- Detail-oriented with a focus on accurate event documentation and logistics
- Ability to thrive in a fast-paced, dynamic environment with changing client needs
- Knowledge of budgeting and financial management related to events
- Willingness to work flexible hours including evenings, weekends, and holidays
- Ability to stand and walk for extended periods and lift items up to 25 pounds
Job Qualifications
- Bachelor’s degree in hospitality management, event planning, business administration, or a related field preferred
- 5+ years of experience in conference services, event management, or a similar role within the hospitality industry
- Strong experience with conferences, corporate meetings, and large-scale events
- Proficiency in event management software (e.g., Delphi, Cvent) and Microsoft Office Suite (Word, Excel, PowerPoint)
- Excellent organizational and time-management skills, with the ability to manage multiple events and priorities simultaneously
- Strong communication skills, with the ability to interact effectively with clients, vendors, and internal teams
- Strong problem-solving abilities and the capacity to manage multiple details while maintaining a calm and professional demeanor under pressure
- High attention to detail, particularly in the execution of event logistics and maintaining accuracy in event documentation
- Ability to work in a fast-paced, high-energy environment and adapt quickly to changing client needs
- Knowledge of budgeting and financial management within the context of event planning
- Ability to work a flexible schedule, including evenings, weekends, and holidays as needed
Job Duties
- Serve as the primary point of contact for conference and meeting clients, guiding them through the planning process and ensuring their needs are met from initial inquiry to post-event follow-up
- Coordinate the logistics of conferences, meetings, and events, including room setup, catering, audiovisual requirements, transportation, and any special requests
- Develop detailed event timelines, floor plans, and schedules, ensuring smooth coordination and execution
- Work closely with clients to understand their objectives and customize conference packages and services to fit their needs and budget
- Build and maintain strong, positive relationships with conference organizers, ensuring clear and continuous communication throughout the planning process
- Provide professional and timely updates to clients regarding the status of their event, addressing questions, requests, and concerns promptly
- Proactively anticipate client needs and ensure that expectations are consistently exceeded
- Resolve client issues or concerns during the planning or execution phase quickly and professionally to ensure satisfaction
- Oversee the on-site execution of conference services, ensuring all details are implemented as planned
- Supervise event staff and coordinate with internal teams (housekeeping, catering, A/V, security) to ensure timely and high-quality service delivery
- Ensure proper setup of conference rooms and event spaces, including room configurations, equipment placement, signage, and decor
- Serve as the on-site point of contact for clients and staff, managing any issues that arise and ensuring smooth event operations
- Monitor event activities to ensure all timelines are adhered to and that the event flows seamlessly
- Coordinate with external vendors (e.g., catering, A/V providers, decorators) to ensure the successful delivery of services for the conference or meeting
- Manage vendor contracts, monitor performance, and troubleshoot any vendor-related issues on the day of the event
- Maintain a list of preferred vendors and ensure high-quality service delivery that aligns with company standards
- Develop and manage event budgets, ensuring that all costs stay within budgetary guidelines while delivering excellent service
- Track and manage event expenses, ensuring timely billing and payment processes
- Work with clients to ensure event billing is accurate and all financial aspects are properly addressed, including invoicing for additional services or upgrades
- Assist the sales team in converting conference leads into confirmed bookings, providing detailed event proposals and accurate quotes
- Upsell additional services and amenities, such as enhanced catering options, A/V equipment, and room upgrades to maximize event revenue
- Provide support for the sales team by identifying new business opportunities and building relationships with corporate clients
- Follow up with clients after the event to gather feedback, assess their level of satisfaction, and ensure all expectations were met
- Address any post-event concerns or issues promptly and professionally, ensuring the highest level of client retention
- Collect and analyze client feedback to identify areas for improvement and implement necessary changes to improve service quality
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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