Private Event Director

JJob Summary:

Nakoma is a Resort and development property with 400 homesites, 12 Villas, a 42-Room Inn, the 12,000 square-foot Altitude Recreation Center, and the Frank Lloyd Wright Lodge with Restaurant Fifty44 – The Spa – and The Dragon Golf Course Pro Shop. The Private Event Director is responsible for all aspects of selling and servicing Private Events at Nakoma Resort. Private Events include the following type of events; Weddings, Corporate and other Group Meetings, Family Reunions, Board Meetings, and large planned meal functions with guest rooms associated at The Inn at Nakoma. Tasks for this position including, Managing the Sales Process to include managing our relationship with “Hitched”, Contract Management, Event Space and Guest Room Block Management through Maestro, Package Development, Vendor Management, Social Media Posts, and Technology Integration. The position includes managing and establishing standards for our events service team and works hand in hand with the chef in menu development. The Private Event Director creates a culture of making memories for guests and members, helping to foster the leadership of hospitality within the greater Plumas County area. The Private Events Director handles all purchasing or rentals for the events, assists in scheduling service staff, determines appropriate staffing levels, establishes service standards and training for the Events Service Team. Excellent written and verbal communication skills are essential along with process development skills and data accuracy. This is a multi-faceted job requiring keen attention to detail and follow-through and an engaging, friendly personality.

The candidate must be able to implement a successful solicitation strategy to targeted accounts to meet and/or exceed revenue goals. Participate in weekly staff and F&B meetings. Work with other departments within the resort to provide quality service to members and guests. Attend community events and industry meetings. Maintain knowledge of market, competition, and customers.

Essential Job Functions and Responsibilities:

Selling:

· Ensures the prompt and systematic servicing of all wedding and group accounts (i.e., tracing, booking, contracting, communicating with resort departments, and following up with group for feedback and future bookings if applicable).

• Actively solicit and book business following resort standards through cold calling and attending networking events.

• Monitor and handle inquiry calls and emails within one business day.

• Ensure that all incoming calls are answered within 3 rings with proper greetings and telephone etiquette.

• Meet established event sales goals set for the year.

• Organize traces for follow-up; be familiar with status of each.

• Maintain and distribute a monthly Lost Business Report following resort standards using Maestro. Ensure appropriate pieces of lost business are traced for future solicitation if applicable.

• Ensure that his/her office is kept organized and clean.

• Identifies and analyzes competition, both locally and regionally.

• Excellent consultative skill with high degree of diplomacy, must display strong written and oral communication skills.

• Strong motivator with proven people management skills and excellent interpersonal skills. Ability to influence others in the support of the agreed upon strategies. Ability to direct multiple projects simultaneously.

• Ability to develop presentations with targeted messages. Comfortable making presentation in various settings.

• Contributes to the strategy and planning activities of the sales function through managing marketing resources, and direct sales efforts

• Account Management: Develops and maintains best practices to ensure group accounts are defined and appropriate sales activities implemented.

• Accurately identifies the level of influence and decision-making power of contacts in the groups organization and uses these to secure business.

• Establishes, enhances, and maintains productive quality working relationships with key internal and external customers.

• Identifies businesses within a 200-mile radius to determine new opportunities for group meetings.

• Contributes ideas to improve the products and services offered throughout the resort.

• Creates an atmosphere which motivates and encourages people to perform to the best of their ability, minimizing conflict where it occurs.

• Maintain complete knowledge of:

o All resort services/hours of operation

o All resort Food and Beverage Outlets

o All resort room inventory by type and rate structure

• Enforce all current SOPs and hotel policies. Create new SOPs as needed.

• Establish pars and maintain proper inventory of all supplies necessary for the events department.

• Always be the first point of contact for guest issues regarding events.

• Assist in the development and implementation of advertising and promotional campaigns designed to generate sales.

• Directs and works with marketing department on strategies for the selling of the following:

o Weddings

o Group Meeting

o Corporate Meetings

• Acts as the Manager on Duty as needed.

• Prepare 11-day forecast by 5pm every Wednesday to communicate events planned and group rooms booked.

Planning

• Maintain complete knowledge and comply with all resort/departmental policies and procedures, ensuring that all staff are informed as well.

• Review daily reports/logbook for previous day functions; follow up any problems noted and file.

• Enter forecasted group revenues in the sales/catering software system.

• Enter actual group revenues in the sales/catering software system.

• Review event checks for the previous day’s functions; ensure accuracy of charges, process following accounting standards.

• Ensure client files are kept organized and current with all required information.

• 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 and services which meet the client’s needs and maximize revenues.

• Where appropriate entertain clients in the resort outlets to sell the facilities.

• Adhere to all accounting policies regarding payment.

• Liaise with the Executive Chef to plan special requests for clients and special event menus. Arrange introductions between the client and Chef.

• Where appropriate, coordinate arrangements for tasting to persuade profitable potential clients.

• Coordinate with Inn Manager on Rooming Lists and assignments for groups as needed.

• Conduct F&B Meetings to review all upcoming events and potential business

• Ensure that all definite functions are detailed accurately on Banquet Event Orders, signed by clients, and distributed to designated departments on a timely basis. (More than 14 days)

• Resolve any discrepancies with respective event staff.

• Check event room setups prior to guest arrival, ensuring all details are in agreement with client’s requirements and resort standards.

• Ensure that deficiencies are corrected by respective personnel.

• Meet with Chef prior to function time to verify arrangements and to observe the quality of the food presentation.

• 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 FOH 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 guests’ reactions and confer with service staff to ensure quest satisfaction.

• Anticipate quests’ needs, respond promptly, and acknowledge all guests, however busy and whatever time of day. Always promote positive guest relations. Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry

• Monitor and handle guest’s complaints.

• Contact clients after scheduled functions to ensure guest satisfaction and to solicit re-bookings.

• Foster and promote a cooperative working climate and maximize productivity.

• Observe accepted standard of office etiquette, teamwork and professional working relationships.

• Work with other departments to coordinate events as needed (Golf Groups)

Other Duties

• Recruit, hire, train, schedule, supervise, and discipline when required, the staff members assigned to this position.

• Maintain complete knowledge of and comply with all resort and departmental policies/service procedures/standards.

• Maintain complete knowledge and correct maintenance and use of equipment. Use equipment only as intended.

• Compile and submit reports as directed by accounting and management,

• Keep staff fully aware of resort issues and concerns.

• Attend staff meetings.

• Maintain and promote a positive and professional image.

• Maintain flexibility to take on new and different tasks as directed by the General Manager.

Job Type: Full-time

Pay: $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Evenings as needed
• Extended hours
• Holidays
• Weekends as needed

Experience:

• Events management: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Ability to Commute:

• Portola, CA 96122 (Preferred)

Ability to Relocate:

• Portola, CA 96122: Relocate before starting work (Required)

Work Location: Hybrid remote in Portola, CA 96122