What are the responsibilities and job description for the Events Coordinator position at Downstream Casino Resort?
Essential Functions And Responsibilities :
Ability to conduct successful site tours and pre-con meetings when required.
Prepare and send requested collateral materials to designated clients or guests. Common collateral materials might include catering menus, brochures, meeting room layout & seating capacity diagrams, area maps & brochures.
Prepare and send requested proposals and contracts to potential clients.
With each customer, coordinate all details pertaining to "Rooming Lists" to include room types, shared rooms, room locations, handicap-accessible rooms, room billing, etc.
Continuously educate Client Event Planners on hotel procedures, such as : meal guarantees, set-up styles, payment terms, available hotel services, etc.
Coordinate all details to appear on each "Banquet Event Order." Details to coordinate may include meeting room set-up specifications, banquet food & beverage items, audio / visual equipment & billing details.
On a regular basis, distribute final Rooming Lists and Banquet Event Orders to all applicable service staff, including the Banquet Service Staff, the Food Preparation Staff and the Rooms Division.
Meet clients upon arrival and prior to departure to ensure all details of the contract are being delivered.
In a timely, accurate and consistent manner, document and report all sales activities as required.
Perform other services and duties as requested by the Sales Manager. May be called on to host functions and participate in, or conduct sales blitzes, travel and work extended hours to achieve departmental goals.
Possesses knowledge of food production and service, Serve Safe requirements and has the ability to perform all positions in banquet operations, in order to supervise, direct and train all personnel. (Obtaining Serve Safe training and certification along with ABLE liquor license is required upon hiring).
Maintain effective communication with established clientele, and all departments within Downstream Casino
Attend all necessary training meetings as instructed by the Sales Manager
Provide exceptional customer service to all patrons and communicate in a pleasant, friendly and professional manner at all times
Meets the attendance guidelines of the job and adheres to regulatory, departmental, and company policies.
Assist in other projects, as directed by the Sales Manager.
Duties, responsibilities, requirements and expectations pertaining to this job are subject to change as needed.
Be an outstanding example and a credit to Downstream Casino Resort
QUALIFICATIONS / REQUIREMENTS :
The requirements listed below are representative of the knowledge, skill, and / or ability required. To perform this job successfully, an individual must be able to perform each of the essential duties and responsibilities satisfactorily.
Must be a minimum of 21 years of age or older upon employment.
High school diploma or its equivalency required. Bachelor’s Degree or equivalent supervisory experience preferred.
Minimum of (3-5) three to five years’ experience in Hospitality Sales, Hospitality Meeting Planning or Food & Beverage preferably on a corporate level.
Must have proficient computer skills including Microsoft Office programs, MMS, and Salesforce Software knowledge is preferred.
Must have excellent organizational and record keeping skills
Must possess excellent communication skills to interact effectively with clients, management, and other departments.
Ability to write routine correspondence and to speak effectively to the public, employees and customers.
Must have the ability to resolve problems / conflicts in a diplomatic and tactful manner.
Possess creative public speaking skills necessary to conduct on-site tour inspections and presentations to groups of potential clients at trade shows, client events. Possess tactful problem solving skills with the ability to apply ingenuity and creativity.
Must be able to be approved for and maintain a valid gaming license.
Must maintain Food & Beverage certifications needed to perform duties
Must be able to read, write, speak and understand English. Must be able to respond to visual and aural cues.
Work nights, weekends and holidays as required.
Employment is contingent upon a favorable outcome of a background investigation and drug screening.
The Downstream Casino Resort Adheres to all applicable Resolutions of the Quapaw Tribe of Oklahoma. Native American Preference policy does apply.
