Event Planning Manager

Overview

Responsible for the management of all aspects of Catering Event and Conference Planning in accordance with Hotel standards. Coordinates details and menus for clients' functions and maintains budgeted revenues through solicitation of business while controlling expenditures.  Primary role will be servicing catering and group events.  

About Everline Resort & Spa

Located in California’s Olympic Valley, Everline Resort & Spa provides a premier mountain getaway to North Lake Tahoe. The resort offers a year-round destination with ski-in/ski-out access to Palisades Tahoe, the third largest ski resort in North America, a championship golf, relaxing spa treatments and a wide range of recreational activities. Our sophisticated lodge environment perfectly complements its rugged surroundings and reflects the spirit of the region.

Our on-site restaurant options include casual dining at Sandy’s Pub, breakfast cuisine at Cascades, a cozy coffeehouse and marketplace at Bearshine Café, delicious Asian-inspired comfort food at the Iron Road Noodle House, and fine dining at Six Peaks Grille. Additional resort amenities comprise our heated swimming pools open year-round, a 150-foot water slide, scenic hiking and biking trails, fly-fishing and cross-country ski centers, and a private ice-skating rink that is available to guests throughout the winter season. 

Everline Resort & Spa takes inspiration from the distinct history and experience of the property and is a nod to the historic rail lines that connected throughout the area.

As a valued member of the CoralTree team, you'll receive a comprehensive benefits package that includes:

• Discounted Palisades Tahoe Ski Pass
• Food & beverage, retail, and spa discounts
• Free rentals on ski gear, ice skates, nordic skiing, and golf course access
• Discounted rooms at Hyatt and CoralTree Properties
• Group medical, dental, vision, life, and disability benefits.
• Participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement.
• An employee assistance program.
• Paid time off/sick time
• Participation in a 401(k) plan with a company match.

Responsibilities

• Ability to input and access information in the property management property management Systems.   
• Ensure that staff are familiar with Banquet service standards to better sell the facilities.
• Review staff's request to block space to ensure that appropriate space is blocked to accommodate the group's requirements and to maximize labor costs.
• Ensure client files are kept organized and current with all required information.
• Monitor and handle client calls with responses on a timely basis.
• Ensure that all incoming calls are answered within 3 rings with proper greetings and telephone etiquette.
• Maintain complete knowledge of, and comply with, all departmental policies/service procedures/standards.  Responsible for updating and keeping documents, and to lead in team meeting quarterly.   
• Maintain positive guest relations at all times.
• Review Banquet sales for the previous day; resolve discrepancies with Accounting. Track revenue against budget.
• Review Banquet checks for the previous day's functions; ensure accuracy of charges and presence of guest signature. Resolve discrepancies.
• Help to maintain the departmental manual identifying all policies relevant to booking functions with respective charges. Ensure that coordinators are knowledgeable of:
  • function room capacities and various set ups.
  • blocking space (definite/tentative).
  • use of all forms.
  • menus and pricing.
  • guarantee policy.
  • cancellation policy.
  • payment policy.
  • room rental charges.
  • corkage fees.
  • food handling policy.
  • service charges.
  • coat room policy.
  • miscellaneous pricing (floral, entertainment, etc.).
  • shipping/receiving policies.
  • lost and found policy.
• Monitor response time to emails, ensuring that all messages are returned within 24 hours at a minimum.
• Meet with clients to work out the details of their functions. Escort clients through the property and highlight features of facility as well as available services.
• Suggestively sell menus which meet the client's needs and maximize revenues.
• Where appropriate, entertain clients in the hotel outlets. Make reservations at non-peak times in order to allow the outlet to provide the best service.
• Adhere to all Accounting policies regarding payment.
• Meet with the Executive Chef to plan special requests for clients and special event menus. Arrange introductions between the client and Chef.
• Ensure that all definite functions are detailed accurately on Banquet Event Orders, signed by clients and distributed to designated departments on a timely basis. Resolve any discrepancies with respective staff.
• Review estimated guarantees and ensure that firm guarantees are obtained within 3 business days prior to scheduled function. Ensure that the overset figure complies with established standards.
• Monitor changes to Banquet Event Orders; ensure that accurate information is communicated to respective departments on a timely basis in order to best service the client. Resolve discrepancies.
• Ensure that group events are properly posted in Envision.
• Prepare and distribute amenity request forms for specified clients. Obtain designated approvals and follow up on delivery.
• Check function room set ups prior to guest arrival, ensuring all details are in agreement with client's requirements and hotel standards. Ensure deficiencies are corrected by respective personnel.
• Meet with the Chef prior to function time to verify arrangements and to observe the quality of the food presentation. Assist in plate up of meals as requested. Ensure that standards are met.
• Welcome group contact upon arrival at function and ensure guest satisfaction.
• Check that functions are properly staffed to provide the required standard of service.
• Ensure that staff are well groomed; resolve any deficiencies with the Banquet Manager and/or Supervisor on duty.
• Assist in supervising the service of functions, ensuring guest satisfaction.
• Monitor, handle and process all billing/payment procedures according to Accounting standards.
• Monitor guest reactions and confer with service staff to ensure guest satisfaction.
• Contact clients after scheduled functions to ensure guest satisfaction and to solicit re-bookings.
• Conduct or attend daily B.E.O. review meetings; resolve any discrepancies.
• Attend designated hotel meetings, menu and wine tastings.
• Foster and promote a cooperative working climate, maximizing productivity and employee morale.
• Keep abreast of current market trends and research competitors.

Qualifications

• College degree preferred.
• Previous experience as a Catering Sales Manager, Event Planning, Catering/Conference Services Manager, preferably with a 4-5 Diamond/Star Hotel
• Fluency in English, both verbal and non-verbal.
• Envision experience preferred.

Physical Requirements and Working Conditions:

• The physical demands described here are representative of those that must be met by an employee to successfully perform 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 employee is regularly required to walk, talk, see, and hear. Must be capable of sitting 90% or more of a normal 8 hour work shift. Must be capable of carrying, lifting. pushing or pulling up to 20lbs. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perceptions and the ability to adjust focus. Must be capable of answering phones and using a computer.
• While performing the duties of this job, the employee will be exposed to indoor working environment. The noise level in the work environment is low.

Join us in creating unforgettable experiences for our guests, building vibrant communities, and shaping the future of travel and hospitality.

Wage: Starting at $70,000/year