Event Manager

The Hilton Garden Inn Charleston Waterfront is now hiring a dynamic Event Manager to join our wonderful team! This is a full-time position in the Sales Department at the hotel working with groups and businesses who are bringing events and meetings to the property.  The Event Manager requires a flexible schedule including mornings, afternoons, evenings, and weekends, on a varying schedule, as they serve as the on-site Sales point of contact for all groups with Events.  This is a salaried position with a pay range of $40,000-$44,000 per year, based on experience.  Additional benefits include access to Hilton team member travel program, paid holidays, paid time off, insurance (medical, dental, life, vision, etc.), 401k with employer match, a quarterly BONUS plan, and MORE!

JOB SUMMARYThe Event Manager is responsible for: Planning and coordinating all Banquets and Events, generating awareness for hotel and company, supporting and enhancing event space sales initiatives that are compatible with LBA sales plans, strategies, and programs. This position will work in our Food & Beverage department but will partner closely with sales to coordinate efforts related to event space any group rooms booked in conjunction with the event space.

PRE REQUISITES
The Company associates have access to guestrooms and property, character traits of honesty and trustworthiness are essential to this position. Therefore, associates must pass the appropriate security clearance, per company policy.

• One year catering and/or event management experience.
• Two years experience in a Hotel or Event venue.
• High School diploma or equivalent of same.
• Associate’s or Bachelor’s Degree preferred.

SUMMARY OF ESSENTIAL JOB FUNCTIONS
Must be able to perform major life activities: Standing, lifting, bending, learning, reading, concentrating, thinking, and communicating.

For this position specifically:

• Must be able to push or pull 60 pounds and lift and/or carry 30 pounds.
• Must be able to stand for eight hours, bend, stretch, reach.
• Must be able to see and hear.
• Must be able to speak and read English, the ability to communicate in another language may be helpful.
• Computer skills required: Microsoft Outlook, Microsoft Word, Excel and Powerpoint, experience working with customer relationship software like Hotel Sales and Catering Pro, Delphi or Caterease is preferred.
• Must display professionalism, honesty and trustworthiness at all times.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge in:

• Identifying opportunities to achieve financial performance goals for banquets and events.
• Food and Beverage costs and how to calculate
• Selling strategies for highest profit of product and services.
• Configurations and set ups for function space.
• Competition and what this property has (or doesn’t have) over others.
• The area shopping, dining, entertainment and travel directions to assist guest inquiries.
• Daily hotel operations check daily events, bulletin boards and are up to date on changes, new procedures and events.
• Entire property, staff, services, hours of operation, type of rooms, locations, rates, discounts.Skills:
• Work with and offer aggressive agreements to local organizations or in bound inquires that have both banquet space and rooms attached. This would be a collaborative effort with General Manager , Food & Beverage manager and Director of Sales
• Manage in-house inquiries for meeting/event space as related to: Banquet Food, Banquet Room Rental, and Banquet Equipment Rental.
• Maintain client base for banquet and event business where appropriate.
• Computer literate.
• Maintain organization of supplies and order as necessary.

Abilities:

• Sell effectively, Negotiate when necessary.
• Multi task, remain associate and guest service centric.
• Effectively communicate with guests, department heads, associates and home office support staff.
• Solve guest issues with professionalism maintain hospitable attitude.
• Market and promote to increase exposure and sales.

SPECIFIC RESPONSIBILITIES

1. Collaborates with Sales Team and Food and Beverage with posting e-commerce activities as related to event space to appropriate websites as needed.
2. Partners with Director of Sales, Sales Manager and Sales Coordinator with inside sales for the property that have event space attached
3. Responsible for sending catering collateral and menus, logging all activity and following up with potential clients.
4. Answer incoming inquiries via phone, internet/website and leads for all event space only requests adhering to established Catering Free Sell Date strategies.
5. Maintain outdoor venues and meeting rooms through a preventative maintenance program.
6. Conduct weekly Banquet Event Order Meetings for BEO review with Banquet Captain and Food and Beverage Manager.
7. Work with the Food & Beverage Manager in the creation of customized menu options.
8. Create and maintain a preferred vendors list for all ancillary services as it relates to the venues and meeting space.
9. Review banquet checks for accuracy; post and reconcile all event charges.
10. Once group agreement has been returned, handle all the banquet and event detailing and attend menu tastings.
11. Conducts site inspections for event space and rooms as appropriate.
12. Serve as point of contact for all pre-con and post-con meetings.1
13. Coordinate guest request with operational personnel.
14. Promote positive morale and friendly attitudes.
15. Generate function agreements and Banquet Event Orders and diagrams for all upcoming events, and assist in distribution to hotel staff. This also includes maintaining and reporting all changes to events by generating change forms and distributing them to the appropriate departments. Gains approval from the DOS, Food & Beverage Director or General Manager prior to sending the agreement and Banquet Event Order to the customer.
16. Serves as the Hotel’s Event Coordinator checking venue and meeting room setups prior to an event’s start; responsible for attending events either in its entirety or by welcoming client and introducing to banquet captain.
17. Work within budgeted guidelines for maximum revenues and within labor models.
18. Maintain safety and security practices, have thorough knowledge of emergency procedures.
19. Obtains function guarantees from customers per hotel’s SOP and insures all deposits and payment requirements have been satisfied prior to a group’s arrival.
20. Ensure guests are provided with the highest quality product and service.
21. Must be thoroughly familiar with the Associate Handbook, implement all the rules, policies and procedures established by the company; including, but not limited to, those contained in the Associate Handbook.
22. Maintain certification from a brand approved responsible vendor training program.
23. Other duties as assigned, that the associate is capable of performing.

WORKING CONDITIONS/SPECIAL REQUIREMENTS

1. Standing, walking for long periods of time while maintaining a friendly professional image.
2. Be flexible in regard to work schedule.
3. Be available as necessary 24/7, weekends and holidays.
4. Typical week consists of 60% event management, 40% inside selling to include group detailing/upselling.
5. Occasional overnight travel for training.

POSITIONS FOR POSSIBLE ADVANCEMENT
Before the next promotion, this person should develop and train her/his replacement. The ability to teach skills and competencies will enhance leadership skills in preparation for further promotion, potentially as:

• Sales Manager
• Guest Service Manager (GSM)
• Assistant General Manager (AGM).

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.