wedding and event coordinator

Title: Event Coordinator/ Administrative Assistant

Direct Report: 

Sales Manager & General Manager

Job Details

EVENT COORDINATOR Job Description:

This position reports to the Sales Manager and the General Manager. This position is responsible for contacting event clients approximately 90 days prior to the event to coordinate all aspects of the event. The Sales Manager will pass on all pertinent information so proper communications can begin. This person must be personable, professional and skilled in all areas of event management including sales and some marketing  as well as have strong working knowledge of food and beverage, service, sanitation, liquor and be TiPS certified. 

Job Purpose:

• Successfully carry out the Clients and Sales Manager’s vision for the event.
• Oversee and carefully manage the event to exceed client's expectations.
• Promote a culture of service etiquette towards our guests.
• Make our guests feel welcome and taken care of.
• Provide quality and consistent beverages and guest services.

Job Responsibilities: (Not Limited To)

• Weekend hours are a must.
• Arrives at least an hour before client to insure well prepared for meetings.
• Is present to say good-bye to clients and check them out.
• Insure smooth and organized events that exceed the client’s expectation.
• Make sure the GM knows all the linen, beverage and staff needs for each event 2 weeks prior to the event.
• Greets the client(s) as they check-in.
• Is there to say good-bye when they leave to insure total satisfaction and all personal belongings are accounted for.
• Good working knowledge of computers including the full Microsoft Office Suite as well as perfect venue and other seating charts software.
• Works with the Caterer to insure seamless service and to insure that caterers are cleaning up after themselves.
• Watches over all of Arrow Parks assets to make sure they are being kept clean, organized and used properly.
• Checks to make sure all staff members are in proper uniform.
• Supervises Bar Staff to make sure they are following proper procedures.
• Follows all AP standardized forms to keep events organized.
• Gives clients the cell number provided by AP for easy communications.
• Participates in  seasonal employee performance evaluations.
• Works with housekeeping to insure cleanliness and sanitation.
• Personal appearance to meet company standards and policy, displaying professionalism at all times.
• Be on time, and professional. Set a good example for all staff.
• Make sure all vendors and caterers provide proof of Liability  and worker's comp insurance with Arrow Park named; file in the Event Folder. 
• Contact Event Caterer to make sure on same page with menu and timeline
• Complete an Event Summary for each event and submit to the General Manager and Sales manager within 2 weeks of the event.
• Work closely with the Sales Manager to develop menus, event packages and execution of events. 
• Follows up with client to make sure we have a solid understanding that they were satisfied with AP and asks for them to give us a review if they can leave a positive review. Weekly verbal report of the good and the bad of the event, so we can find solutions to improve.

Requirements:

Mandatory Abilities

• Be a team player
• Strong written and oral communication skills
• Strong math abilities
• Sales and marketing skills
• Planning and Organization skills
• Highly motivated and guest-driven customer service skills with the ability to solve problems and to make timely guest service decisions.
• Strong time management skills
• Strong leadership skills and teaching abilities
• Mandatory computer skills: MS office, outlook, excel, power point etc.

Working Conditions

• Will be required to work a combination of days, nights and weekends
• Will be required to multi-task.
• Will be required to walk up and down flights of stairs carrying up to 25 pounds.
• Must be able to climb stairs, walk quickly, bend, reach and stoop.

Minimum Age Requirement: 21 + years

Experience:  2+ years of combined wedding venue/hotel/restaurant/food and beverage management experience - salary commensurate with experience

Terms of Employment

Length: Twelve month, At-Will position.