Events Assistant

We have an immediate opening for a Events Assistant.

Must be able to work various shifts per week.

This position is primarily responsible for working closely with the Sales department by providing organizational and operational support to the Sales team in the development and execution of events. This individual will be working with associates, vendors, executives and event staff to ensure the conference center events/groups receive the attention and hospitality they need during the planning process and while using our facility.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Guests:

• Assists all guests in a sincere and courteous manner, whenever possible going the extra mile and doing whatever it takes to ensure guest satisfaction.
• Contact meeting planners to collect all pertinent data to finalize food orders, room set-ups, on-site times, and any details regarding their scheduled event.
• Attend planning meetings and follow up on all contracts for tentative events. Help create and manage event timelines and budgets.
• Maintain accurate and up-to-date records and files for all event management projects, as well as maintain current information in applicable database for business contacts, vendors, guests.
• Help manage design and production of printed materials, brochures, signage, and other marketing pieces.
• Must possess the ability to showcase the property to potential clients, provide tours and book meetings/events.
• Demonstrates a working knowledge of all services and facilities of the hotel, as well as the local area, and effectively assists guests.
• Assist with prospecting sales opportunities, including cold calls, providing research support and completing tasks required for event preparation.
• Follow up with clients after events via written correspondence, surveys, award points, phone calls, etc. to continue building strong relationships.

Associates:

• Assist banquet staff as needed for on-site clients including but not limited to setting up and taking down extra tables, making copies, adjusting temperatures, and checking in with clients during their event breaks and lunch times.
• Works with Catering staff to ensure that all event details have been communicated.
• Ensure staff is properly trained on systems, security and cash-handling procedures as well as service and quality standards.

Financial:

• Respond to inquiries and provides quotes to prospective clients.
• Check past due accounts and follow up with client to receive payment in a timely manner.
• Distribute invoices and update Gold Point Accounts once billing has been processed. Educate and train Associates in compliance with federal, state and local laws and safety regulations, as well as all of Sand Hospitality, LLC policies and procedures.
• Maintain and order supplies within budget as directed by General Manager.
• Demonstrates the use of sales techniques to effectively sell the property.
• Understands and applies all hotel safety and security procedures to maintain a secure and safe environment for employees and guests.
• Keeps immediate supervisor promptly and fully informed of all problems or unusual matters of significance coming to his/her attention so prompt corrective action can be taken.

** The Associate will be required to perform other administrative duties as required.

QUALIFICATIONS

To perform this job successfully, an individual must possess the ability to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

A minimum of a high school diploma and a strong desire to help others by providing excellent customer service is required. Must also have knowledge of Microsoft Office applications such as Excel, Word, and Publisher. .Hotel industry knowledge is preferred as well as knowledge of basic audio and visual equipment and cables. 

The incumbent must have good time management and organizational skills, be detail oriented and have the ability to handle pressure and multiple tasks simultaneously, have the ability to make quick decisions and be a team player. Individual must also have a cheerful and outgoing disposition and the ability to interact easily with strangers, show self-control in stressful situations and maintain a neat appearance.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos such as safety rules, operating instructions, banquet event orders, order sheets, documents, policies and procedures. Ability to complete company documents as directed by Management, as well as the ability to effectively and respectfully communicate with staff members, guests and vendors.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an Associate to successfully perform the essential functions on this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the Associate is frequently required to stand and occasionally sit or walk; use hands to handle materials or equipment; reach with hands and arms; stoop and kneel; and talk or hear. The Associate must occasionally lift and move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Must be able to lift and move tables, chairs and other equipment as needed.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an Associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the Associate’s workspace is in a clean and comfortable climate controlled setting with little to no exposure to moving extreme conditions, or risk of injury. The noise level in the work environment is usually quiet.

Individual must possess the ability to work independently as well as part of an overall team. This position also requires flexibility in scheduling based on when events are taking place.

All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

**Please note: Phone calls are not required once the application is complete.**

o Applicants will be required to pass a drug test and background check. We are an EEO/AAP employer

o All positions are part-time up to 29 hours per week