Event Services Coordinator

Reno, NV, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Flexible

Weekend Shifts

Night Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee Discounts

Career development opportunities

flexible scheduling

Job Description

This job opportunity is with a reputable hospitality establishment specializing in event services and sales within the hotel and catering industry. The company is known for its commitment to delivering exceptional guest experiences and seamless event coordination. The establishment operates in a vibrant and fast-paced environment, consistently striving to exceed client expectations through professional service and attention to detail. As a sales and event services coordinator, the successful candidate will play an essential role as a liaison between guests, event service teams, and other hotel departments. The company values teamwork, efficiency, and guest satisfaction, and offers a dynamic workplace where employees have the opportunity to grow and develop their careers in hospitality event management. Employment is full-time and offers competitive compensation reflecting the responsibilities and expertise required for the position.

The role of the Event Services Coordinator is vital to ensuring that all operational and administrative functions within the sales and event department run smoothly. This position involves providing comprehensive material and operational support to multiple event services support functions, ensuring that guest inquiries and business communications are handled promptly and professionally. The coordinator will serve as a key point of contact for both internal teams and external clients, providing exceptional customer service in all interactions. Responsibilities also include extensive administrative duties such as managing correspondence, contracts, data entry for group bookings, and preparing reports related to event and meeting activities. Maintaining communication between departments to facilitate efficient event execution and resolving day-to-day operational issues is a critical component of this role.

This position requires meticulous attention to detail, strong organizational skills, and the ability to multitask efficiently in a busy environment. The coordinator will oversee complex booking arrangements, coordinate site inspections for guest rooms and meeting spaces, and ensure all logistical aspects of events are prepared and executed to the highest standard. Regular audits and monitoring of deposits, processing of client deposits, revisions, cancellations, and post-event reports also fall under the scope of this role. Additionally, the coordinator is responsible for scheduling and confirming appointments, managing redemption of dining and recreational amenities, and compiling data reports to assist management with performance tracking and strategic planning. The position demands proficiency with various office and event management systems, including the Delphi platform, as well as exceptional interpersonal skills to thrive in a team-based sales environment.

Job Requirements

Minimum of 2 years administrative experience
preferred event, marketing, guest services or related professional experience
must maintain appropriate Alcohol Awareness card
minimum age of 21 years
flexible to work all shifts including holidays, nights, and weekends
ability to push/pull 25lbs or less
ability to sit, stand and walk frequently during shifts
ability to perform repetitive use of hands
ability of complex reading, writing, math and task completion
able to work efficiently, independently and cohesively in a team environment

Job Qualifications

Minimum of 2 years administrative experience preferred in wedding, event, or catering sales or related fields
working knowledge of Delphi or similar event management software
strong communication skills including basic presentation experience
expertise in property operations and banquets
ability to plan and implement action plans
team-based selling experience
clerical, compiling, coordination, analyzing, supervising, following instructions, influencing others, memorization, problem solving, independent judgment, and decision making skills
must be personable and exemplify guest service skills

Job Duties

Answer multi-line telephone system to receive/provide information from guests to meeting and event sales managers
communicate with guest for all business inquiries
provide administrative support to event service and sales managers including typing, faxing, photocopying, answering multiple phone lines, assisting visitors and resolving a range of administrative tasks
prepare all correspondence, contracts, resumes, and maintain all documentation related to incoming meetings and events
distribute event services correspondences and reports to various departments and serve as a liaison between departments in the resolution of day-to-day administrative and operational issues
maintain multiple lead sources for inquiries from guests
set up, maintain and route guest inquiries to hotel departments to ensure pertinent and accurate information is conveyed
heavy data entry for group bookings
inspect and coordinate all aspects of guest rooms and meeting rooms for site inspections
prepare amenity boxes and ensure inventory is sufficient
review small contracts, create reservation IDs
send out group resumes and bookings
process client deposits for definite bookings
process group turnovers to ensure all departments are communicated efficiently
process revisions, re-solicits or cancellations
process space hold requests from sales and event managers
process post event data for reporting
compile and communicate various daily, monthly, and quarterly data reports as assigned by the business manager and director of events
coordinate and confirm redemption appointment and reservations for hotels dining and recreation amenities and services
conduct weekly and monthly audits and monitor group deposits
communicate with event services managers and other departments to respond to guest needs