Wedding & Event Manager

JOB SUMMARY:

The Wedding & Event Manager acts as the liaison between the resort team and group contacts to ensure a successful and memorable event for the client. This position is responsible for qualifying, booking and detailing social events to include weddings, social parties, and some corporate events. This position will be responsible for actively strategizing and closing on each business opportunity to maximize revenue.

You will be responsible for all administrative functions within the Sales Department, communication with clients and various departments within the resort, maintaining overnight room blocks, catering, audiovisual, and set-up requirements.

This individual needs to be very comfortable working with people, extremely organized, detailed, able to make quick and intelligent decisions, be able to multi-task, work a flexible schedule, have a professional demeanor, and have experience in hotel sales & catering – this is a full time, year-round position.

RESPONSIBILITIES:

• Respond & qualify all phone inquiries, electronic leads, and walk-ins in a timely manner
• Uses negotiating skills and creative selling abilities to close on business and negotiate contracts.
• Solicit, contract and detail all social events to include weddings, social parties, corporate dinners/day events, and resort special events. This includes contracting events, collecting payment, creating BEOs, resumes and managing all details from beginning to end, and communicating effectively the customer’s needs to all departments. 
• Identify the client’s wants and needs.  Prepare meeting room diagrams with the client for the event’s setup.  Plan all food and beverage functions with the client utilizing sales & catering software, Delphi
• Maintain a pleasant relationship with guests.  Understand menu costs, deposit requirements, and guaranteed counts.  Reconfirms dates, times, menus, and all final setup details at the time of acquiring guarantee – while maintaining updated information in systems at all times.
• Inspect all function space during morning/afternoon prior to tours and events; follow up with appropriate action (maintenance request forms, room inspection sheets, etc.).
• Processes all business correspondence within acceptable time limits. Creates contracts and other related booking documentation as required. Manages and maintains account files.
• Prepare and follow up on proper billing and payment procedures to minimize receivables.
• Assist in planning the hotel’s special events & participate in regional wedding shows.
• Oversee the event/banquet staff and others involved with coordinating the event.
• Act as Banquet Manager in absence of one.
• Organize and act on information to ensure client satisfaction and profitability for the Resort.
• Meet and greet the client upon arrival and introduce the event team players (i.e. Banquet Manager, Set-up Manager, Front Desk Manager). Communicate all handoff responsibilities to the client and the proper manager or supervisor at the Resort.
• Supervise the progress of all client activities before arrival and during the event.
• Maintain a thorough knowledge of the entire Resort operation, food, and beverage menus, and facilities.
• Responsible for attending weekly sales meetings, BEO meetings and maintaining all changes for events. 
• Assist clients with general information about the Resort.  Mail/email menus, wedding packets, and event packets as necessary.
• Builds and strengthens relationships with existing and new customers & vendors
• Welcomes the culture of Sebasco Harbor Resort and always upholds a team player mentality.

OFF-SEASON ADDITIONAL RESPONSIBILITIES:

• Attend travel/wedding trade shows upon request of Resort Manager
• Work schedule will primarily be structured as Tuesday - Saturday for tours, etc.
• Daily responsibility for group sales efforts to included group sales prospecting via phone for both existing and new clients as well as help with holiday sales drops/visits to group clients.

 ESSENTIAL JOB FUNCTIONS:

• 2 years experience in catering sales or similar setting and experience detailing weddings is preferred.
• Must be able to multi-task and prioritize while being extremely detail-oriented and organized
• Clear, concise written and verbal communication skills
• Requires exceptional detail in follow-up. Ask appropriate questions and make suggestions to ensure all needs are met.
• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards. Anticipate guests' needs, respond promptly, and acknowledge all guests, however busy and at whatever time of day.
• Uphold a professional demeanor and maintain positive guest and associate relations at all times.
• Strong customer service orientation and skills and timely resolution of guest complaints ensuring guest satisfaction.
• Monitor and maintain cleanliness, sanitation, and organization of assigned work areas. Maintains supply of referral material in the Sales office.
• Maintain complete knowledge of:
  a) All products, offerings, and services.
  b) P.O.S., PMS, Delphi, Salesforce, and manual system procedures.
  c) Daily house count, arrivals/departures, V.I.P.'s.
  d) Scheduled in-house group activities, locations, and times.

QUALIFICATIONS:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ORGANIZATION AND COMMUNICATION SKILLS:

• Communicate clearly with poise, voice control, and confidence using correct English and a well-modulated voice.
• Good listening skills and an ability to effectively deal with people.
• Sound personal judgment and specialized knowledge of most areas of the Resort and surrounding area.
• Ability to change easily and frequently from one activity to another such as from typing to greeting guests, to searching in a directory, to using a telephone or radio transmitter. 
• Ability to access and accurately input information using a property management system and a working knowledge of most office equipment, including proficiency with computers.

MATHEMATICAL SKILLS:

Strong mathematical aptitude is required for this position.  Able to prepare, explain and, if necessary, make adjustments to moderately complex guest ledgers.  Ability to add, subtract, multiply and divide into all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent to draw and interpret bar graphs.

CERTIFICATES, LICENSES, REGISTRATIONS:

None needed

EDUCATION and/or EXPERIENCE:

Previous hotel/restaurant experience in a catering/planning position preferred.

LANGUAGE SKILLS:

Ability to read and comprehend instructions, correspondence, and memos.  Ability to effectively present information in one-on-one and small group situations to guests and Resort employees.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to stand, walk, and use hands to finger, handle, or feel.  Employee must have the ability to read, listen and communicate effectively in English, both verbally and in writing as well as the hearing and visual ability to observe and detect signs of emergency situations.  The employee is occasionally required to lift and/or move up to 25 pounds.