Special Events Manager

Full-Time

Overview:

To serve as the primary contact for all special events as designated by the resort to enhance the guest experience and drive occupancy and revenue during pre-event planning to on-site coordination.  Duties include maintaining all programming and event space requirements, specialty menus, vendor contracts, billing requirements, and on-site coordination. 

Responsibilities:

• Work directly with various resort departments on all aspects of event food & beverage, room block, activities and billing.

• Secure sponsorships for events to help defer costs and expand offerings

• Assist marketing team in making sure events are planned and detailed in advance (90 days) so they can be marketed appropriately

• Have thorough knowledge of resortfacility, meeting room capacities and equipment inventory

• Have full knowledge of resort amenities to include spa, golf, and outdoor activities

• Maintain organized and detailed files for servicing

• Create detailed Event Orders and Program Resumes for both internal distribution

• Maintain event budget and process all necessary check requests with accounting to confirm all deposits are paid on schedule. Review final billing for accuracy

• Attend regular departmental and resort meetings

• Work on special projects when assigned

• Maintain warm hospitable resort relations

• Planning of all assigned programs to include:

• Detail and develop event programming with DOSM, DOM, and DOCCS

• Work directly with F&B and DOCCS to design menus and events

• Confirm and establish all billing including vendor contracts and check requests

• On-site service of all assigned programs to include:

• Acting as primary contact for resort and vendors throughout the event

• Monitoring banquet set-up to ensure complianceofstandards and that all details on Event Orders are executed

• Direct changes or facilitate additional requests through the proper departments

• Createcalendarof events and communicate programming details with DOCCS and DOSM. This allows marketing and reservations to promote events to resort guests 

• Work directly with the Marketing Department to develop Special Event programs.

• Keep files updated with important reference material (vendor contracts, check requests, resumes, diagrams, group recap, outlet usage, activity usage, etc.)

• Confirm programs and communicate event details effectively among resort departments as well as external vendors and clients by using group resume, staff planner, and banquet event order

• Work closely alongside various resort departments to ensure their understanding of event needs and the role each department plays in the success of the event

• Confirm function space in Delphi to ensure accuracy compared to group program

• Check Opera / OPMS to ensure that vendor room arrangements and billing are accurate

• At conclusion of event, review final bill with accounting

• Recommend and coordinate special outside vendors/services when required

• Perform other duties as assigned

Qualifications:

• College Degree or relative work experience preferred

• 3 – 5 years hospitality experience preferred

• Proven self-starter (assertive)

• Excellent communication skills (both oral and written)

• Computer skills (Word, Excel,etc)

• Specific skills preferred – Delphi FDC, Resort Suite

• Strong guest service orientation

• Stellar organizational skills

• Decision maker and problem solver

• Level-headed with common sense

• Extremely flexible and willing to work required hours

• Detail oriented

• Team oriented – ability to work with all departments in the resort

• Effective sales and up-selling skills

• Must have a valid drivers license