What are the responsibilities and job description for the Event Coordinator position at Fort Worden Hospitality?
Description
The Event Coordinator is the point of contact for sold group events between the client and the Fort Worden Hospitality team. The Coordinator ensures all phases of assigned sold campus events have a high level of service. Additionally, this position is responsible for ensuring campus events have a seamless turn-over from sales to service and for recognizing and realizing opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events. The Coordinator maintains a thorough knowledge of The Fort and all its grounds, products, and services as well as awareness of other roles and responsibilities throughout the organization. In addition to maintaining our vision by adhering to our values, this position must provide the highest level of service to our guests in all sales related functions.
Requirements
Principal Duties and Responsibilities
• Communicate with guest point of contact(s) for sold events in planning the details of their event from housing and/or catering needs to room set up and any additional needs during their event, such as audio visual and other details pertinent to event success.
• Work closely with other departments to ensure housing, catering and venue details are being sold and executed at the expected level with guest experience in mind.
• Effectively communicate on progress of sold events and on deliverables related to meeting the expectations of the guest.
• Utilize various software tools to communicate information to the team paying attention to detail, ensuring the information accurately reflects what has been requested by the guest and following the sales planning process to ensure not detail is overlooked.
• Ensure billing accuracy and conduct bill reviews with the guest prior to the billing specialist processing the final bill.
• Conduct site visits, including walk-in appointments in a professional manner, demonstrating full knowledge of property, products and services with the ability to tailor benefits to meet guest needs.
• Prepare guest arrival materials and be the point of contact throughout their stay, handling questions and concerns in a professional manner. This includes some front of house service.
• Ensure that events progress seamlessly by following established procedures and fulfill all elements of service philosophy.
• Make pre-event calls and post-event calls to guest to maintain the relationship and to gain potential future business.
• Proactively identify operational challenges associated with group and determine how to best work collaboratively to solve these challenges and/or develop alternative solutions.
• Adhere to all standards, policies, and procedures.
• Attend and participate in staff meetings as required.
• Support other members of the Sales Team, stepping in to assist in duties as appropriate.
• Perform other duties, responsibilities, and special projects as assigned.
Key Competencies
Key Competencies include project or event management, multi-tasking, attention to detail, relationship builder, problem analysis and solving, excellent communicator, confidentiality and integrity. Adhering to our Core Values includes being guest-centric, teamwork, respect, pro-active, accountable, learning and sustainable.
Qualifications
• 1-3 years of experience in event management, hospitality service or related professional area
• 2-year degree from an accredited university in related major, preferred
• A high school diploma or equivalent
• WA State Safe Serv or Food Handler’s Card (can be obtained after hiring)
Knowledge, Skills, and Abilities
• Speak with others using clear and professional language
• Prepare and review written documents accurately and completely
• Answer telephones using appropriate etiquette
• Outstanding interpersonal skills and attention to detail
• Anticipate guest’s needs before a problem arises
• Ability to handle confidential and sensitive information
• Ability to handle multiple guests and operational demands with a high degree of professionalism, operating often with time sensitive deadline and solve problems as they arise
• Proficient computer skills and knowledge
• Ability to work a flexible schedule including nights, weekends and holidays
Salary : $22 - $25