What are the responsibilities and job description for the Wedding & Event Coordinator position at Edgewood Tahoe Resort?
Position Summary:
Often the first point of contact for a potential client, the Wedding and Event Coordinator must possess a professional demeanor and ability to handle requests promptly and accurately and be the communication hub for your team. This position will often act as a liaison between the couple, planners and other vendors or service providers. Responsibilities will include preparing contracts, event orders, payments and permits to ensure everything is documented properly. The ideal candidate will enjoy a role that blends administrative, customer facing and hands-on work.
The most important characteristic of our team is that we love inspiring lasting memories for our guests. We create memorable and exquisite experiences. In this position you exhibit excellence in your commitment to our guests. Reimagine luxury hospitality with us.
Essential Functions:
- Maintain complete knowledge of and comply with all departmental polices, service procedures and standards
- Respond to inquiries via phone and email in accordance with Edgewood Tahoe Standards, and provide general information on our offerings
- Evaluate leads and transfer to Wedding & Event Managers once qualified
- Maintain knowledge of hotel facilities, capacities, and dimensions of event spaces
- Attend and/or lead site visits as requested
- Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, printed menus and emails using MS Word and Delphi
- Prepare estimates and alert Wedding Event Manager to discrepancies with fee schedule
- Prepare and distribute wedding and event services correspondence to the operating departments as required. Examples: amenity cards, resume, layouts, change log and banquet event orders
- Maintain wedding and event services file systems, both electronic and paper, including Outlook
- Calendar, Account Files, Vendor Resource Files and Resumes
- Support the logistics of weddings and events day of as scheduled
- Prepare Billing Audit packages for review by accounting
- Plan and/or attend and/or participate in meetings with hotel staff and clients, including but not exclusive to: Morning Operations Briefing, Catering Team Meeting, Resume Meeting, Banquet Event Order Meeting, and Pre-Convention Meetings
- Preparing reports as requested by Director of Catering
- Other duties as assigned. Responsibilities and activities may change at any time with or without notice
Qualifications / Special Skills:
- 2 years administrative and customer service experience required
- Prior experience in the food service industry and/or hospitality industry is a plus
- Proficiency in the use and operation of computer systems with the ability to navigate efficiently through Word and Excel required. Experience with Delphi and Outlook strongly preferred
- Proven track record of relationship building to provide a high level of service
- Must be able to walk 5 miles in a day and lift up to 50 lbs
- Ability to handle multiple guest and operational demands with a high degree of professionalism, operating often with time sensitive deadlines
- Candidate can solve problems, enjoys creating unique experiences, and works with a positive attitude
