EMC Planner

Executive Meeting Center Planner

Job Description

• Follow up with clients for detailing of all aspects for events, meetings, and sleeping rooms. This needs to be done on a daily basis.
• Receiving final payment from all groups and routing to accounting.  This needs to be done on a daily basis.
• Creating, detailing, and distributing new BEO’s, pop ups and revised BEO’s and filing group folders when completed. This needs to be done on a daily basis.
• Creating, detailing, and distributing group resumes. This needs to be done on a daily basis.
• Making lunch coupons and distributing pre order menus for all meetings and catering events. This needs to be done on a daily basis.
• Filling out Traffic Sheets, EMC Recap or Banquet recap and then distributing them to appropriate departments. This needs to be done on a daily basis.
• Implementing the welcome speech when desired by clients. This needs to be done on a daily basis
• Making sure all meeting rooms and set up as the BEO states and all tool kits are fully stocked. This needs to be done on a daily basis.
• Communicating phone and email information from client to specific departments. This needs to be done on a daily basis.
• Assisting hotel guests and clients with any hotel and meeting center needs. This needs to be done on a daily basis.
• Able to work early mornings, late nights, weekend and holidays when requested by the Director of the EMC.
• Able to assist the Director of the Executive Meeting center with all aspects of the hotel and the Executive Meeting Center. This needs to be done on a daily basis.
• Submitting Hilton Honors points to clients in a reasonable amount of time and filing the confirmations in each file. This needs to be completed within two weeks of departure of the group.
• Setting up amenities (Groups, BTS, Wedding room blocks and VIP) and distributing them to the proper department. This needs to be done on a daily basis.
• Making sure the EMC comment cards are in the meeting rooms on the last day of each group and then mail them to corporate prior to the 6^th of every month.
• Assisting with the weekly forecast on a weekly basis.
• Order paper and supplies for the Executive Meeting Center and Sales office when needed.
• Assisting with visits and appoints with new and existing clients.  This needs to be done on a daily basis.
• Able to help clients set up audio and visual requirements. This needs to be done on a daily basis.
• Responsible for making sure the Daily Events are done and distributed to the Front Desk and Reader boards stand including weekends and holidays.
• Call for all guarantee numbers for all groups three days prior to event and distribute sheet to Kitchen and Banquets and put a copy of it to the Director of the EMC. This needs to be done on a daily basis.
• Emailing thank you emails after the group checks out. This needs to be done on a daily basis.
• Prepares updates and distributes weekly pop up BEO packets and communicate pop up BEO’s for the department, coordinating with the appropriate area/departments of the hotel to ensure high quality product, service delivery and customer service satisfaction.
• Controls expenses on property's behalf in order to minimize department and hotel costs. Maximizes returns on all investments.
• Contact and appropriately follow-up all signed/contracted businesses within 3 work days.

Must have hotel experience

F&B and Sales Knowledge

Requires highly developed customer service skills

Requires effective communication and business writing skills

Must have dexterity/ mobility to meet with clients and off premises, to tour property and attend functions, use door keys and operate basic office equipment

Must have interpersonal skills to deal effectively with all business contacts

Must be proficient in Microsoft Office and Windows products

Previous knowledge of Delphi Sales\Conference services hotel system preferred

Good typing skills a must

Must have a professional appearance and demeanor

To apply please email:

Melissa Spinazze, Human Resources

melissa.spinazze@hilton.com