Director of Special Events

Description

Since 1947, The Colony Palm Beach has been the center of Palm Beach social life hosting-- U.S. Presidents, European Royalty and welcoming travelers from around the world. Be part of a historic, luxury boutique hotel exhibiting polished charm and ambiance only steps away from world-famous shopping and dining on Worth Avenue and the crystal blue waters of the Atlantic Ocean.

For more information visit http://thecolonypalmbeach.com

The Colony Palm Beach is an Equal Opportunity Employer and a Drug Free Work Place.

JOB OVERVIEW:          Performs all administrative and service functions necessary to support the Meetings & Special Events office.

ESSENTIALS JOB FUNCTIONS:

Performs all administrative and service functions and provides support necessary in the Sales and Meetings & Special Events departments to achieve revenue goals and guest satisfaction, including but not limited to:

1. answer phones and emails, 
2. respond to inquiries for events and functions, effectively and professionally provide information to clients about the property,
3. provide information to clients on various options for food & beverage, services, set-up, rooms, venues and vendors,
4. assist with creating, updating, detailing and distributing proposals,
5. process catering orders and send menus to clients,
6. coordinate tastings to demonstrate execution of client food and preparation requests,
7. contact clients to coordinate and finalize event details, assist with scheduling vendors,
8. enter information in Delphi, create, update and manage Banquet Event Orders (BEOs),
9. distribute BEOs and group documents to all departments,
10. provide site tours to clients in the absence of Director of Sales,
11. up-sell,
12. establish and maintain a positive, professional relationship with clients through effective, accurate, timely, and reliable communication and action,
13. serve as a liaison between various departments to coordinate event/function details, work with all departments to ensure all catering and food requests are handled properly and thoroughly,
14. assist with confirming setup, seating and staffing requirements,
15. communicate effectively with the Banquet Manager/Captain to support guest experience and satisfaction,
16. greet clients at their events, introduce clients to the Captain/Banquet Manager,
17. assist the Captain/Banquet Manager in overseeing events onsite to include supervising set up & staff to ensure a successful execution and that excellent guest service is provided,
18. assist with planning, detailing and servicing internal events,
19. perform sales and catering office administrative duties, manage filing and supplies,
20. provide guest service for all aspects of the business,
21. create and maintain catering and sales files with pertinent information,
22. participate in after-party assessment meetings,
23. update sales and marketing database,
24. ensure security, integrity and confidentiality of data,
25. maintain a safe and secure working environment,
26. perform other duties as assigned.

SECONDARY JOB FUNCTIONS:

1. Perform office and administrative duties to assist Sales.
2. Monitor supplies and place orders with office supply vendors.

Qualifications

STANDARD SPECIFICATIONS:        Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the incumbent will process the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or member/guests.

Qualification:

Essential: 

1. High school graduate.
2. Two-year experience as a Catering & Sales or Food & Beverage Coordinator, preferably at a luxury hotel/resort (4-star/5-star hotel).
3. Knowledge of various food service styles.
4. Ability to satisfactorily communicate in English with guests, management and co-workers to their understanding.
5. Ability to provide legible communication.
6. Ability to compute basic mathematical calculations.
7. Excellent computer skills with experience with Microsoft Word, Excel, PowerPoint, Delphi and creating BEOs.

Desirable:        

1. College degree, preferably in Hospitality or Culinary Management
2. Previous experience in banquets/catering/F&B in a supervisory role.
3. Experience with Micros and RoomKey.
4. Certification or previous training in liquor, wine and food service.
5. Any previous Culinary training.
6. Certification in C.P.R.
7. Ability to communicate in a second language, preferably Spanish or Creole.

Skills:

Essentials:       

1. Excellent customer service skills.
2. Ability to ensure hotel's standards, policies and procedures.
3. Strong communication skills, both written and verbal
4. Ability to prioritize and organize work assignments; ability to successfully handle multiple assignments.
5. Ability to focus attention on details.
6. Ability to suggestively sell and up-sell services and items.
7. Ability to input and access information into Delphi system.
8. Ability to ensure security and confidentiality of guest and hotel information.
9. Ability to work evenings, weekends and holidays.

Desirable:         

1. Previous guest relations training.