Senior Event Manager

Job Summary:

Reporting to the Director of Sales & Marketing, the Senior Event Service Manager will work directly under Group Sales Managers. The Senior Event Manager will be responsible for the coordination of multi-faceted, high-profile events, serving as the liaison and ambassador for Hôtel Swexan.

The Sales & Marketing Department is responsible for the supervision of all meetings, receptions, dinners, private rentals, room blocks, and other events and functions held at Hotel Swexan. In addition to event management, the Senior Event Manager will also assist the department with timely responding to social event inquiries.

The Senior Event Manager will also assist with overseeing the department’s inventory management system. Providing elite customer service to ensure a positive experience for all clients and guests is essential. The role will also be required to work within a team environment but also capable of working independently often while delivering to tight deadlines. A typical work schedule includes day hours as well as many nights, weekends, and some holidays. The Senior Event Manager is required to have an above average understanding of all aspects of events and production, this will include a thorough knowledge of client management, event coordination and team building. This position will be responsible for other duties as and when necessary.

As a Senior Event Manager, you would be responsible for executing written agreements for complex full-service meetings and events and the successful execution of such events in the hotel's continuing effort to deliver outstanding guest service and financial profitability.

Position Responsibilities:

• Creates, prioritizes, and maintains Banquet Event Orders (BEOs) that include the event timeline, floorplans, catering menus, room blocks, group resumes and production needs.

• Serves as the liaison between the client and Hôtel Swexan departments.
• Reviews details for the setup and strike of tables, chairs, stages, riser seats, and other similar equipment for such activities as meetings, dinners, receptions, weddings, and parties.

• Assists sales managers and clients with planning the layout and logistics of events.

• Assists in developing, implementing, and enforcing policies and procedures.
• Ensures the safety of guests during events.
• Communicates with vendors.
• Communicates with clients to clarify needs and to make recommendations for event setup.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Communicates and coordinates with décor, catering, and A/V vendors.
• Uses creative and logistical practices in designing event layouts.
• Assists in processing paperwork for contracted events.

• Produce timely and accurate BEO’s for Kitchen and Banquet teams.
• Ensure that company policies and procedures, safety and other laws, regulations, and requirements are implemented and followed.
• Operate ethically to protect the image of Harwood.
• Performs other duties and responsibilities as required or requested.
• Able to Work in a Fast Paced, Stressful Environment.

Qualifications:

• Sales & Catering System Software, i.e., Delphi or like.
• Hotel PMS, i.e., Opera or the like.
• Microsoft Office; Word, PowerPoint, Excel.

• Bachelor’s degree in a related field from an accredited university or equivalent related experience as determined by hiring department.
• At least three years of experience working in the hotel, hospitality, event, entertainment, or related industries.
• Flexible schedule for events, this position will work many nights and weekends, including holidays.
• Ability to establish priorities and manage multiple projects simultaneously in a fast-paced environment.
• Ability to communicate effectively, and work well with a variety of personalities.
• Excellent organizational skills with a high attention to detail.
• Professional demeanor and attire.

Physical Requirements:

• Ability to perform the essential job functions consistently safely and successfully with the ADA, FMLA and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
• Must be able to lift and carry up to 25 lbs; Ability to stand for prolonged periods of time and climb steps regularly.
• Ability to physically maneuver through work areas; bend, lift, carry, reach/extend arms, and hands above shoulder height frequently, or otherwise move in a constantly changing environment.