What are the responsibilities and job description for the EVENT CONCIERGE COORDINATOR position at Carmel Valley Ranch?
Summary
The Event Concierge is the liaison between the Event Sales and/or Event Planning Manager and the on-site meeting or special event contacts. This position is highly visible and the central point for handling and addressing special needs or requests from the meeting/event planner and/or vendors associated with the events contracted onsite. It requires detailed knowledge of the hotel meeting facilities, group dynamics, wedding dynamics, and event details.
The Event Concierge must be resourceful, professional, and able to effectively communicate with all departments of the Hotel in order to resolve concerns quickly, adapt to changes, satisfy the needs of our clients and vendors, and ensure an experience that exceeds expectations.
The purpose of the Event Concierge is to provide our customers with a constant presence on the floor and at the complete disposal of the client. They should respond to any request within 5 minutes and resolve the request within 15 minutes.
The Event Concierge is the liaison between the hotel and the meeting or event planners and their vendors. They will handle everything from tracking boxes, getting scissors or a doorstop, to bringing the planner their first cup of coffee in the morning.
Wage range of $25-$27 per hour
Qualifications
Event Concierge Job Responsibilities include, but are not limited to:
- Perform Meeting Room & Event Space Inspections to ensure total satisfaction with facilities and equipment per the client’s specifications
- Constantly monitor Customers’ personal and practical needs, making sure that they are fully satisfied throughout the entire day and stay.
- Immediate Response is Key (Respond within 5 minutes, resolve within 15 minutes)
- Provide feedback to other departments involved in planning and organizing the function
- Meet and Greet Site inspections when possible
- Attend Weekly Resume and Event Order Review meetings
- Attend Pre-Convention and Post-Con Meetings
- Confirm that VIP rooms and amenities are set accordingly
- Monitor and assist with directing event traffic (during busy times) and shuttle movements
- Locate boxes and retrieve them when appropriate
- Creation and placement of directional signage for all Events
- Service Recovery (turn a negative experience into a positive experience before the guest departs the hotel)
- Constant contact and communication with the planners and vendors, including pre & post-event communication to schedule appointments and provide updates on meeting/event/wedding arrangements
- Assist Event Planning Managers with detailing events in Event Management System
- Assist with the coordination of meeting and event logistics, including on-property transportation, accommodations, and vendor communication. This could include collecting COIs and photo releases as well as confirming mobile restroom rentals, Audio Visual equipment, spa requests, In-Room Dining pre-orders, and restaurant communications
- Provide on-site support during events, including set-up, logistics coordination, and troubleshooting.
QUALIFICATIONS/SKILLS:
Requirements are representative of minimum levels of knowledge, skills and /or abilities. To perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty proficiently, with or without reasonable accommodations.
Essential:
- Hospitality, Event, and/or Banquets/Setup experience preferred with a desire to become an Event Planning and/or Event Sales Manager
- Open Availability Required - must be available to work a varying schedule, including evenings, weekends, and holidays
- Ability to effectively communicate in English (speak, read, write) with guests, co-workers and management to their understanding.
- Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness, and work with a minimum of supervision.
- Desire to create exceptional experiences for meeting planners, wedding couples, and their guests
- High school graduate, some college.
- Punctuality and regular and reliable attendance.
- Strong Interpersonal skills and the ability to work well with co-workers and the public.
Essential Physical Abilities:
- Endure various physical movements throughout the work areas: reaching, bending, stooping, lifting
- Ability to be on their feet for extended periods.
- Valid Drivers’ license – the role will require driving throughout the 500-acre property
- Repetitive hand motion (typing) for extended periods of time.
Desirable:
- One to two years of previous hotel sales experience.
- Computer knowledge in Windows environment and Delphi.
- College degree.
- Knowledge of catering menu planning and catering service.
- Basic skills in the development and delivery of sales and catering presentations.
- Ability to deal with internal and external customers and staff, collect accurate information, and to resolve conflicts.
- Excellent organizational skills
Wage range of $25-$27 per hour
Salary : $25 - $27
