Event Coordinator - Tampa, United States - Mainsail Lodging & Development

Mainsail Lodging & Development

Verified Company

Tampa, United States

5 days ago

Posted by:

Mark Lane

beBee recruiter

Description

We're looking for enthusiastic, fun, and energetic people who take the work seriously, but not themselves. Let's see if we're a fit. We hope so.

The Event Coordinator will assist in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications.

Other duties will include but not limited to light selling, event detailing, and group housing for smaller or social based groups.

Educational & Experience
Associate Degree (AA) from 2 year college and/or two to three years of related experience or training
Equivalent combination of education and experience
Hotel management training and reservations training desired
English language both written and spoken
Strong computer skills including excellent knowledge of Word and Excel software programs.
Perform job functions with attention to detail, accuracy and speed to meet deadlines.
Multitask prioritizes, organize, delegate work and follow through. Analyze and resolve problems.
Knowledge of market trends, competition and key customers of the hotel.
Physical Demands
Flexible and long hours sometimes required.
Light work
Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Ability to sit or stand for extended periods of time
Ability to communicate clearly
Ability to travel if needed
Mental Demands
Make sound judgments quickly
Work on multiple tasks, making appropriate progress towards deadlines
Able to work independently, take direction and provide direction to others
Manage differing personalities within the office, the hotel and the community
Maintain the highest degree of confidentiality
Ability to work effectively in stressful, high pressure situations
Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying and solving problems as necessaryKey ResponsibilitiesApproach all encounters with guests and employees in a friendly, serviceoriented manner.
Maintain Sales/Catering files in an organized fashion and as per specified standards.
Process contracts, proposals, and general correspondence for sales/catering staff as needed
Process and distribute event orders, banquet checks, revisions, guarantees, event reports, group resumes and Daily Event Sheets for the Events Team.
Answer phones for sales/catering staff.

Qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner.

Process and distribute RFP's based on Sales /Catering Teams parameters.
Assist managers on creative projects including proposals, direct mail pieces, invitations, special events, etc.
Maintain timely and effective paper flow and communication within department and to other departments.
Work with Events Team on detailing upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
Assist guests and clients with small changes, requests, etc.

, and completes needed paperwork for Manager.

Site inspections for the department as needed including meeting with walk ins if sales team is unavailable.
Enters group leads, builds opportunities and quotes in Events software
Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
Monitor/Ordering of office supplies and sales collateral to ensure we are always properly stocked with full packets, collateral, supplies and promotional items.
Organize in house deliveries, amenities, welcome letters, transportation schedules, etc.

as needed.

Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff.
Coordinate and prepare BEO for special events as directly by the team
Build group blocks in all applicable reservation computer systems.
Process all reservation requests, changes, and cancellations received
Identify guest reservation needs, determine appropriate room type, and verify availability of room type and rate.
Respond to any challenges found for accommodating rooming requests by communicating with appropriate individual or department
Input group rooming lists using reservation systems, revise room blocks to maintain the required number of available rooms and keep organized files of all groups.
Set up proper routing instructions according to group and accounting policies.
Oversee accuracy of room blocks and reservations
To liaise with the client on a timely basis in order to collect all relevant information to meet the client's specific requirements.
Assist in managing the balancing of group blocks on a daily, weekly, monthly basis.
To initiate introductory calls during file turnover process
Enforces and /or informs cutoff dates in a timely and professional manner
Sends out rooming lists to clien