Events Specialist

The Sonnenalp is hiring an Events Specialist with the desired start date of June 10th, 2024. We will be accepting applications until June 1st.

Wage: $55,000 annual salary, a potential bonus of up to 10% of your salary, plus the commission program below:

• 1% on actual food and beverage revenue (does not include in house events). This does include set fees, coordination fees, etc.
  • Paid out monthly

Typical Schedule: Typical workday is from 8:30am to 5pm with a half hour lunch break. Working weekends is part of a normal work week and is dependent on type of business in house. Days off may change from week to week. Cover events when requested, which may include evenings, weekends and holidays.

Primary Purpose of Position: Responsible for coordination of social events generated by the Sales Department including events such as weddings and rehearsal dinners and maintaining relationships with existing accounts to meet/exceed food and beverage revenue goals. Responsible for coordination of all in house events at the Sonnenalp Hotel & Club. Event Specialist acts as the main contact from start to finish of each program to ensure complete guest satisfaction.

Essential Duties and Responsibilities:

• Event Specialist will act as a liaison between the sales and operations department of the hotel to ensure a successful event for the clients and all of the client's needs are met and communicated accurately and efficiently to all departments of the hotel and club.
• Works closely with the banquet/restaurant staff to ensure smooth turnover of functions.
• Assist groups with all Food & Beverage requirements: up selling, recommendations & menu planning. Extensive F&B knowledge is preferred.
• Coordinate all in-house events at the Sonnenalp Hotel & Club.
• Responsible for booking all group dining reservations in Sonnenalp Restaurants including Ludwig’s, Bully Ranch, Swiss Chalet and Harvest. Follow standard operating procedures (SOPs) for group dining reservations.
• Prepare accurate cost estimates and work within specified budgets.
• Responsible for creating Banquet Event Orders and securing signatures for all Banquet Event Orders.
• Responsible for the review of all bills that are sent to the client and accounting in an accurate and timely manner
• Attend weekly BEO review meetings and staff meetings to inform Department Heads about groups/events and resolve any discrepancies.
• Work with the Sr. Catering Sales Manager to generate a weekly forecast of meeting and catering revenues.
• Coordinate with 3rd party vendors to ensure we have certificate of insurance on file and that services align with event requirements.
• Develop detailed timelines and floor plans for events.
• Organize and oversee menu tastings, collaborating with clients to finalize catering options and update banquet menus.
• Develop market segments and solicit new customer relationships while maintaining existing relationships. Attend networking events. Assist with marketing materials; sales flyers, videos, etc.
• Weekly reporting of outstanding group balances for accounts receivable.

ADDITIONAL GROUP COORDINATOR RESPONSIBILITIES

• Obtain signed contracts from the Sales Managers and update all information in Delphi (Hotel) and Club Essentials (Club)
• Collect deposits from group contacts and follow up on additional deposits as well as final billing
• Collaborate with the Culinary team on special member events at Harvest.
• Menu, buffet label and signage printing for events at Harvest and Hotel.
• Office location will be split between the Sonnenalp Hotel (Vail) and Sonnenalp Club (Edwards)
• Additional duties as assigned

Recommended Skills and Qualifications:

• Bachelor's Degree in Hotel or Business Management, or equivalent experience required.
• English fluency required.
• Experience in event coordination in a hotel or venue of comparable quality preferred.
• Must be knowledgeable of operations in all other areas of the resort, but particularly in kitchen, restaurants, and accounting.
• Exceptional problem solving skills and adaptability.
• Excellent communication and interpersonal abilities.
• Must be computer literate.
  • Micrsoft Office
  • Delphi FDC
  • HMS
  • Sendsites

Typical Physical Demands

• Fast-paced position with high level of responsibility for meeting production deadlines.
• High level of interaction with all hotel departments & clients.
• Ability to stand and walk for full length of shift, up to 12 hours at one time
• Working conditions and business levels will vary with season
• Should be prepared to work long hours and a variable schedule, to include evenings, holidays and weekends
• Able to perform various activities such as constant standing, walking, frequent bending, reaching, kneeling, and squatting
• Routinely handles objects weighing up to 25 lbs and on occasion may be expected to lift objects weighing up to 50 lbs

Benefits:

• Medical, Dental, Vision Insurance
• Resort Discounts
• Holiday Pay, Paid Time Off and Sick Pay
• 401(k) Retirement Plan & Roth 401(k)
• Voluntary Life Insurance
• Short Term & Long Term Disability
• Employee Assistance Program
• Parking Credit or Discounted Bus Passes
• Healthy Lifestyle Winter Benefit