Event Specialist Coordinator

Vintners Resort

Summary: The primary responsibility of this position is to coordinate and ensure service execution of catering events is flawless. Additionally, the candidate will generate additional revenue through upselling Food & Beverage menu items for weddings and catering events. The candidate will also generate additional revenue by selling new events to existing bookings. Assisting the catering team with solicitations, developing, and maintaining banquet/catering business in a profitable manner to ensure budgeted financial results are achieved and or exceeded. The candidate must maintain high standards in customer satisfaction, following the Vision and Mission statement of Vintners Resort.

Essential Duties and Responsibilities:

• Perform all aspects of sales funnel for wedding and catering business, including negotiation, site visits, contracts, event orders, payment processing, billing, and entertaining clients as needed.
• Maximize revenue sales in the given fiscal year and crossover revenue booking goals for future years.
• Work in close conjunction with the sales team to identify, research and develop potential wedding or catering sales leads and opportunities for the resort.
• Maximize room rental and food and beverage revenue through upsell of clients whenever possible to increase average checks.
• Communicate, collaborate, and disseminate information to various departments to ensure flawless execution.
• Participation in outside organizations and company/industry events, such as tradeshows, festivals, etc.
• Coordinate directly with clients on setting up and following through on all details of their event(s). Assists clients with outside vendor needs, i.e. photography, floral, audio visual, etc., as needed
• Maintain daily tasks and event lifecycle: contracts, BEO (Banquet Event Order) food and beverage details, set-up & service, final guest guarantee, distribution of event orders, final billing entry into the event software, thank you notes, Evaluation Form and closing of event., as needed.
• Conduct site inspections throughout the property with focus on conversion.
• Complete Catering EO Packet 10-14 days prior to event without error. Maintaining 100% accuracy.
• Meet and exceed budgeted goals by quoting competitive pricing, while still maintaining the integrity of the property.
• Attend and participate in weekly catering, marketing and other assigned meetings.
• Administrative duties such as maintaining a full supply of sales packets for caterings.
• Good interpersonal and presentation skills working with third party partners and the internal marketing team.
• All other task and duties assigned as needed.

Competency: To perform the job successfully, an individual should demonstrate the following competencies:

• Interpersonal Communication Skills - Easily makes connections with various kinds of people, driving toward results by enrolling the commitment and buy-in of others; maintains poise and an engaging, empathetic communication style based on natural warmth and enthusiasm; possesses a sincere appreciation for people and how they are each uniquely motivated; skilled in successful influence and persuasion of others by understanding how their individual needs and motivations link to department and company goals.
• Problem Solving – Prompt and systematic decision-making skills. Adapts quickly and positively to new situations and is productive in changing circumstances when needed; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Leadership – Motivates and inspires team, self-confident and extroverted, effectively engages and positively impacts others, team builder and organization developer, enlists team’s support by using "selling" rather "telling".
• Results-oriented – Strong sense of urgency to goal achievement; prompt and systematic ability to prioritize workload; responsibility for the achievement of results is shared and effectively delegated when necessary; understands and quickly reacts to adapt self and others to changing environment.
• Professionalism - Approaches others in an authoritative but tactful manner; reacts well under pressure; able to work in a hectic environment at a faster-than-average pace with ease; accepts responsibility for own actions
• Oral Communication – Communicates openly, speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Develops positive relationships at all levels and manages conflict effectively.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Visionary Leadership - Displays passion and optimism; Inspires respect and trust; mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates.
• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

Job Requirements & Qualifications:
To perform this job successfully, an individual must be able to perform essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sets high personal performance standards and ability to work a fast paced, flexible schedule, environment. Flexibility will include an ability to work and attend client events on the weekends.
• Minimum 2-3 years’ work experience in related field or College degree with minimum one-year work experience. Luxury or upscale hospitality event sales experience highly desired.
• Prior use of various event software and Delphi and Opera experience a plus. Must have the ability to learn new software programs quickly.
• Ability to handle multiple tasks with attention to detail.
• Excellence communication, interpersonal, organizational and negotiation skills.
• Meticulous attention to detail, exceptional time management skills, organized and good at multi-tasking and balancing conflicting priorities.
• Excellent verbal and written communication skills
• A positive, pro-active, and enthusiastic team player with an upbeat attitude and willingness to learn.
• Ability to identify and resolve problems in a timely manner.
• Consistent and reliable with unquestionable ethics and honesty.
• Excellent Microsoft Office skills including Outlook, Excel, Word, Power Point

Physical Demands:
The physical demands 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.
While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to walk, stand, use hands to finger, handle, or feel; reach with hands and arms, stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. The noise level in the work environment is usually quiet.
This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. All employees are to maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.

DISCLOSURE TO JOB APPLICANTS PURSUANT TO THE CALIFORNIA CONSUMER PRIVACY ACT (CCPA)
As part of your job application and the Company’s evaluation of your candidacy, the Company collects, receives, maintains, and uses the following types of Personal Information about you for the business purposes identified for each category:

CATEGORY EXAMPLES BUSINESS PURPOSE
Personal Identifiers
Name, alias, postal or mailing address, email address, telephone number, social security number, driver’s license or state identification card number, passport number

1. To comply with state and federal law and regulations requiring; employers to maintain certain records;
2. To evaluate your job application and candidacy for employment;
3. To obtain and verify background check and references; and
4. To communicate with you regarding your candidacy for employment.

Pre-Hire Information Job application, resume, background check results, job interview notes, and candidate evaluation records Same as above
Employment History
Information regarding prior job experience, positions held, names of prior supervisors, reference information, skills and when permitted by applicable law your salary history or expectations

Same as above

Education Information
Information from resumes regarding educational history; transcripts or records of degrees, vocational certifications, licenses obtained

Same as above

If you become employed by the Company, the Company will notify you of additional categories of Personal Information that it collects, receives, and maintains for business purposes.