Event Services Coordinator

Reno, NV, USA|

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $20.00 - $28.75

Work Schedule

Flexible

Weekend Shifts

Night Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee Discounts

Professional Development

flexible schedule

Job Description

This job opening is with a well-established hospitality and events department that specializes in coordinating and managing event services within a larger hotel operation. The company is committed to delivering exceptional customer service and maintaining seamless communication between various departments and guests. Employing a dedicated and professional team, the company strives to ensure that all events, meetings, and gatherings run smoothly and meet the expectations of clients and guests alike. With a strong emphasis on teamwork, efficiency, and attention to detail, the organization values individuals who are passionate about hospitality and event management. This role is full-time and offers a stable career opportunity within the hospitality and event management industry, supporting an exciting and dynamic environment where client satisfaction is paramount.

The role of the Event Services Coordinator involves a vital operational and administrative support function that enables the effective delivery of event services within the department. The coordinator acts as the key liaison between guests, event sales managers, and other hotel departments, ensuring that all inquiries and arrangements are managed with professionalism and accuracy. This position requires handling multi-line telephone systems, processing group event bookings, facilitating communication across teams, and maintaining thorough records for meetings and events. Additionally, the coordinator prepares various documents, contracts, and correspondence, processes deposits, manages event schedules, and audits group activities to maintain transparency and efficiency.

This is an integral role that supports the sales and event management teams to enhance customer experience from initial inquiry through event execution. The coordinator manages detailed data entry tasks and oversees operational issues daily to guarantee flawless event delivery. Key responsibilities also include organizing site inspections, coordinating amenities, and processing necessary event modifications such as cancellations and revisions. A significant aspect of the job is to ensure consistent quality and guest satisfaction by anticipating needs and providing timely responses.

Ideal candidates will possess strong clerical skills, the ability to work independently and collaboratively, sound decision-making capabilities, and excellent communication skills. Experience with event or wedding sales, marketing, or guest services is highly valued, alongside proficiency in property operations and banquet service standards. Flexibility to work various shifts including holidays and weekends is essential. The position also requires the holder to maintain an Alcohol Awareness certification to comply with responsible service regulations. The role offers an excellent platform for professionals eager to excel in the hospitality and event services industry, emphasizing operational excellence and outstanding guest engagement.

Job Requirements

Minimum of 2 years administrative experience
Experience preferred in wedding, event, or catering sales or related area
Must maintain an Alcohol Awareness card
Must be at least 21 years old
Ability to push/pull 25 lbs or less
Proficiency in clerical skills including typing, faxing, photocopying
Capable of performing repetitive hand movements
Able to work flexible shifts including nights, weekends, and holidays
Strong communication and organizational skills
Ability to work independently and collaboratively
Comfortable using multi-line phone systems and computer equipment

Job Qualifications

Minimum of 2 years administrative experience
Preferred experience in wedding, event, or catering sales or related professional area such as marketing or guest services
Strong communication skills
Ability to work independently and in a team environment
Knowledge of property operations and banquets
Basic presentation experience
Proficiency in clerical tasks such as typing, faxing, photocopying, and data entry
Ability to plan and implement action plans
Ability to multi-task and handle complex administrative duties
Demonstrated problem-solving, memorization, and decision-making skills
Alcohol Awareness certification or ability to obtain
Minimum age of 21 years

Job Duties

Answer multi-line telephone system to receive/provide information from guests to Meeting and Event Sales managers
Communicate with guests 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 documentation related to incoming meetings and events
Distribute Event Services correspondences and reports to various departments and serve as liaison between departments in resolving 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
Perform 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 availability
Review small contracts, create Res ID's
Send out group resumes and bookings
Process client deposits for definite bookings
Process group turnovers to ensure all departments are informed 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 daily, monthly, and quarterly data reports as assigned
Coordinate and confirm redemption appointment and reservations for hotel 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