Events Coordinator

The Otesaga Resort Hotel • Cooperstown, NY • 11h ago

Position: Event Coordinator

Reports to: Director of Sales and Catering

Job Summary

The Event Coordinator role helps support the seamless delivery of events, meetings, and gatherings being delivered at our resort. The Event Coordinator provides employees, clients and guests with exceptional service while consistently displaying a professional and enthusiastic personality. The Event Coordinator coordinates the execution of scheduled meetings and events, delivers onsite amenity services, and supports the Sales and Events Team with administrative duties.

Essential Job Functions

To successfully perform this job, an individual must perform each essential duty listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Respond to all client requests while adhering to the property's standards of service, accommodating requests from the ordinary to the extraordinary.

Support each event from planning through execution. Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication.

Support the logistics of each event, ensuring meeting spaces and shared areas are clean and ready for each meeting.

Oversees events on the day of, including problem-solving, welcoming guests, coordinating, and participating in event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests and coordinating/participating in tear-down.

Track, manage and restock meeting rooms and supplies and ensure each space has the proper technology and A/V equipment based on meeting needs.

Anticipate event meeting attendee needs, offer proactive service enhancements. Take ownership to recommend and suggest solutions and alternatives to requests that meet and exceed expectations.

Maintain a working knowledge of room configurations and set-up options.

Maintain client communication records and support the sales and events team with execution of contracted events.

Collaborate with other departments to meet and exceed the needs of our clients and guests.

Collaborate and liaise closely with clients IT, A/V, Security, Facilities and Workplace Services teams to ensure each event and engagement is seamless from the planning process through execution.

Help organize materials needed for events and meetings including but not limited to client provided signage and materials, decorations, A/V requirements, menus, etc..

Responsible for building and maintaining relationships with internal and external clients in a timely and professional manner.

Education: High school diploma or general education degree (GED)

Required Experience:

The person in this position needs to:

Minimum 1 year of experience working in hospitality.

Experience with sales systems like Amadeus, Sales Force, and/or Delphi

Demonstrated strong MS Office abilities including PowerPoint, Excel, and MS Word

Reliably commute or plan to relocate before starting work

Knowledge, Skills, & Abilities:

Ability to work nights, weekends & holidays

Strong verbal and written communication skills

Personable and engaging

Knowledgeable, approachable, and resourceful

Proactive, energetic and self-starter

Problem-solver, ability to prioritize and remain calm in pressure situations

Team player, collaborator, and multi-tasker

Maintain professional presentation (must adhere to company and department dress code)

Ability to upsell

Outstanding guest service skills

Physical Requirements:

These physical requirements for this position may be accomplished with or without reasonable accommodations.

While performing the duties of this job, the employee is regularly required to stand, and/or move for extended periods of time (approximately 8 to 10 hours), twist at the neck and trunk, bend at the waist and stoop, kneel, crouch, or crawl. The employee is frequently required to reach with hands and arms, reach overhead, above shoulders and horizontally. Employees will frequently use hands to handle objects and tools and operate service equipment. The employee must regularly lift and/or move/push/pull up to 30 pounds. The employee will also frequently ascend and descend stairs between floors.

Work Conditions: The position will require you to work evening, weekend, and holiday hours. While performing the duties of this job, the employee generally works in an indoor and outdoor front of restaurant and kitchen environment with exposure to heat from ovens, hot foods and steamers and cleaning chemicals, fumes, equipment, and metal objects. The noise level in the work environment is usually moderate but may be loud dependent on specific work site and/or equipment operation. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description should not be interpreted as all-inclusive; it is intended to identify major responsibilities and requirements of the job. The employee in this position may be requested to perform other job-related tasks and responsibilities than those stated above.

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