Group Events and Rooms Coordinator

El Encanto, A Belmond Hotel, has been meticulously restored to capture all the romance and glamour that endeared it to both the local Santa Barbara community and visitors alike. Ninety-two quintessential, California-styled suites and bungalows, terraced grounds featuring seven-acres of gloriously landscaped gardens with sweeping views of Santa Barbara and the Pacific Ocean. Original architectural features have been lovingly restored, including the historic, trellis-lined Arbor and Lily Pond. Modern additions to the expansive outdoor zero-edge pool and a new beautifully appointed boutique spa enhance the journey for today's luxury-seeking guest. With our vast offerings, the opportunities to craft a unique career here are endless. Join us and achieve the truly exceptional.

Requirements

• Assist Catering / Group Planning in client coordination and interaction and internal communication
• Be the rooms contact, entering in all data in the PMS, for our Tour Series, MICE and social wedding group Planners. Clean prior to event: Single vs. double, special requests, etc
• Build all room blocks and maintain them accurately through the life of the block
• Process all group room reservation requests, changes and cancellations received by phone, fax, e-mail, mail, internally and through travel planners/corporations according to availability and contract
• Controls group and social blocks by using the PMS reservations system. Maintain accurate filing system for groups and ensure that each group block is traced to assure client's cutoff date performance is met
• Send Secure Pay to guests and planners to secure individual deposits and subsequent contractual deposits. Confirm payment schedule in PMS
• Manages guest requests (single vs. double, high floor, crib, enter traces) and/or correspondence
• Manage Turnover Reports - Enter, modify and update group block information in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly. Enter actuals/pickups, prepare group histories, billing information, deposits, filing, and VIP information
• Manage cutoff dates directly with the planner and individual clients
• Monitor group pickup reports and follow up with clients when group is approaching cutoff date and has additional rooms in block that have not been picked up
• If additional Group rooms requested, work with Revenue Management on approval of additional rooms and add then into the block on the rooms operating system, if approved at the appropriate rate
• Set up routing in reservations to accurately reflect the billing details of each guest according to the terms of the contract
• Manage attrition owed per contract and ensure attrition and other cancellation penalties are posted when appropriate
• Review the arrivals daily reports to flag any VIPs
• Provides In Room Dining with amenity cards for the next day if necessary
• Support the Reservations department where needed
• Monitor inventory, i.e. oversold categories, work with Revenue Management to find solutions
• Cover for other Coordinators and Event Planners when they are out of the office, performing their duties to the best of your abilities
• Update the By Program and forecast document weekly with room revenue actuals and F&B actuals by meal period
• Creates BEOs and Resumes for groups
• Performs client Site Visits
• Help coordinate and execute client events
• Find solutions for clients and create cost estimates
• Maintain strong client relations and ensure that event specifications are communicated and executed for a successful event experience for the planners and attendees
• Distribute a list of upcoming groups and events 30 days prior to arrival every week
• Assure that the post group invoice is correct
• Assure that all deposits are prepaid, including a "shore-up" deposit at 72 hours out for any last-minute charges not covered by the contracted estimated revenue
• Work with Reservations and the Front Office to ensure the guestroom blocking is consistent with the group's expectations
• Attend Sales & Catering meetings providing knowledge on the upcoming group rooms pick up strength
• Establish checklist trace dates using appropriate computer programs
• Generate VIP and amenity notifications and order forms as required
• Maintain open communication with all hotel operating departments
• Create detailed reservations in Property Management System and send and confirmations to clients
• Making reservations, noting the proper routing for billing, entering rooming lists
• Book / arrange site visit stays, assists with site tours, liaison to departments for activations booked
• Coordinate wedding tastings and be present at the tastings, when needed
• Handle requests for third party billing, commission inquiries, and proformas
• Inform and communicate with all internal departments when executing events
• Assisting BCOs and other sales team members, enter group bookings and updating status in Opera
• Match the OSC Opportunity ID to the booking you create in the system
• Log property activities into the account in OSC so that the BCO has a current update on the account
• Generate/execute BCO room contracts and addendums and emails to clients
• Check function space for BCO and all sellers
• Block function space and guest rooms in the system for BCO and all sellers
• Actualize traveled group blocks in the system
• Use utilities and resources in a responsible manner to control waste
• Communicate relevant information to the department, your line manager and across departments, as appropriate
• Comply with safe working practices, Health and Safety policy and ensure accidents/defects are reported immediately
• Attend learning and development courses and complete eLearning modules, as required
• Demonstrate and be a role model of Belmond's core values
  
  
  

Requirements:

• High school diploma or equivalent required
• Experience in Microsoft Office including Word and Excel
• Knowledge of the luxury hotel environment
• Ability to read and understand various front desk correspondence. Ability to communicate verbally in English to customers and guests. Ability to effectively use a phone system and an extensive computerized reservations system
• Positive, service-oriented attitude towards our guests, employees, and our company
• Must be multi-tasked oriented
• Ability to think clearly under high pressure or deadlines
• Strong leadership and organizational skills; must be able to complete work in a timely, accurate and thorough manner
• Ability to work effectively and relate well with senior management, colleagues, subordinates, and individuals inside and outside the hotel
• Bachelor's Degree Preferred
• 1 - 2 years previous in an event or group coordinating position is preferred. Luxury Hotel Experience Preferred
  
  

COMPENSATION $25-27/PER HOUR

Benefits

At El Encanto we pride ourselves on fostering a culture built on kindness, active listening, and genuine connections with our colleagues and guests. We offer a comprehensive range of compensation, perks and benefits including:

Medical, Dental and Vision coverage. In addition, the company pays for basic life and AD&D as well as short term disability. Team members can choose additional coverage to include voluntary life/AD&D, spouse life/AD&D, dependent life, critical care, hospital indemnity, accident and flexible spending.

The Company offers paid time off, sick pay, a 401(k) program with company matching, and an employee assistance program. Team members also enjoy free cafeteria meals and discounts on food and beverage, spa treatments, and retail boutique items.

The Discovering Belmond program offers complimentary accommodation for team members while on leisure travel outside their region at any Belmond hotel and resort. It also offers food and beverage at a discounted rate. In addition to the complimentary offerings, discounted rates are available for safaris, trains and cruises.

This is your moment. Apply today!

https://careers.belmond.com

We strive to create an environment where our employees can thrive both personally and professionally. With a commitment to your ongoing development, you'll have the opportunity to learn and grow alongside some of the most talented individuals in the industry. Join us and be part of creating unforgettable moments for our guests, communities, and each other.

Compensation is $25 to $27 per hour.