What are the responsibilities and job description for the Special Events Coordinator position at Yellowstone Club?

Special Event Coordinator (2020).docx

Purpose : The purpose of the Special Event Coordinator is to assist in organizing the details of special events such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, sales meetings, business meetings, employee appreciation events, and all other events as assigned events to the standards of Yellowstone Club.

Supervisory Responsibilities

Directly or indirectly supervises employees and / or supervisors; carries out supervisory responsibilities in accordance with the Club's policies, procedures and applicable laws; responsibilities include but are not limited to : interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Major Responsibilities

Ensure that each member and guest receives outstanding guest service in a guest friendly environment which includes greeting and acknowledging every member and guest, maintaining outstanding service standards, solid product knowledge and all other components of guest service.
Empowered to guarantee total guest satisfaction, display hospitality and professionalism to our guests at all times, take pride in representing Yellowstone Club professionally with our members and guests and assure that all transactions with guests are handled in a legal and ethical manner.
Understand and apply all property safety and security procedures to maintain a secure and safe environment for employees, members, and guests at all times. In the event of an accident or emergency, seek medical attention if necessary and contact the General Manager or Human Resources immediately.
Maintain a favorable working relationship with all company employees to foster and promote a positive working environment.

Essential Job Functions :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Assist with editing and design of event materials.

Work with suppliers, contractors, employees, vendors, managers, and many other parties at the same time to coordinate the event timelines.

Assist with negotiations for clients and vendors including, but not limited to : food and beverage, supplies, equipment and signage, décor, flowers, props, staging, transportation and more to meet quality standards and Yellowstone Club expectations.

Conduct research, make site visits, plan layout of seating, entertainment, decorations, and food and beverage stations to suggest event possibilities.

Assist in the creation and revision of room layouts for each event.

Other Duties and Responsibilities

Propose new ideas to improve the event planning and implementation process or to refresh future events.

Serve as liaison with vendors on event-related matters.

Assist with managing on-site production and clean up for events as necessary.

Prepare packages, gift bags, registration lists, seating cards, RSVP's, etc. as required for each event.

Assist in maintaining budget and providing periodic progress reports to employees, clients and managers / directors for each event project. Prepare Member billing as required.

Keep track of event finances including check requests, invoicing, and reporting.

Coordinate appointments and scheduling of events on the calendar.

Act as the point of contact for events as needed. Assist with complaints, orders, errors, questions, billing, cancellations and other queries.

Help to document activities prior to and during the events for internal and external communications.

Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations. Close out all events as required.

Manage inventory of all Yellowstone Club event supplies.

Possess strong customer service focus striving for high Member and guest satisfaction, going out of the way to be helpful and pleasant, and making it as easy as possible for the Members and guests to do business with the Club for special events, parties or other social activities.

Take ownership of the event, do what is needed without being asked, have strong follow through and communication skills throughout the event from inception to completion.

Be organized and detail oriented, utilizing checklists or other systems to ensure no task is left undone; anticipate events and plan ahead; prepare for the unexpected; remain focused on the end result.

Remain calm under pressure; handle crisis management as it unfolds and remain flexible to change as events happen.

Coordinate and manage multiple projects and work assignments simultaneously from a variety of sources including but limited to : Members, Managers, Directors, the Assistant General Manager or General Manager.

Perform all duties and responsibilities in a timely and efficient manner in accordance with established Club policies, procedures, and standards of service to achieve the overall objectives of this position.

Meet departmental productivity, organization, punctuality / attendance and consistency standards.

Maintain a positive and respectful attitude.

Treat Members, guests, vendors, customers and co-workers with professionalism and respect at all times.

Maintain privacy of our Members at all time.

Maintain a clean and neat appearance at all times.

Communicate regularly and effectively with all employees, supervisors, managers and directors.

Perform work in a safe and high quality manner.

Project a favorable image of Yellowstone Club to Members and guests at all times.

Must be able to work flexible work hours / schedule including evenings, weekends and holidays. Long hours may be required due to business demands.

Nothing in this job description restricts management's right to assign or reassign duties, work hours and / or responsibilities for this job at any time.

Disclaimer :

This job description is only a summary of the typical functions of this position and should not serve as an exhaustive or comprehensive list of all the possible duties, tasks and responsibilities being performed by people assigned to this classification. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Experience / Education Required

Bachelor's degree. Previous work experience as an Event Coordinator or Event Planner; Excellent communication skills, including writing, proof reading skills, and speaking; Excellent organization skills and experience with project management; Excellent interpersonal skills both in person and by phone, with high professionalism; Ability to accomplish projects with little supervision; Excellent organization skills and experience with project management.

Experience / Education Preferred

Bachelor's degree in Event Management; Previous work experience at a private resort or Club.

Certificates & Licenses

Valid State Driver's License

Computer Skills

Strong Microsoft Office skills including Work, Excel, PowerPoint and Outlook to, plan, budget, and organize events; Proficient use of the Web to conduct research, procurement and suggest event ideas.

Language Ability

Able to speak clearly and effectively with Members, guests, co-workers, vendors and other Yellowstone Club departments. Able to write clearly and legibly.

Math Ability

Able to perform basic math calculations.

Reasoning Ability

Ability to solve basic problems and / or know when it is necessary to get a manager to assist in problem solving.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work for this position is usually performed in a climate-controlled environment. However, the employee may be required to work outside in extreme heat, cold, rain, wind, snow or inclement weather as the demands of the position so dictate.

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 frequently required to walk and work with hands and arms and lift up to 20 pounds. The employee is frequently required to talk and / or hear. The employee is constantly required to use their vision to perform an activity such as but not limited to : preparing and analyzing data and figures, viewing a computer terminal, extensive reading and determining the accuracy, neatness, attention to detail, and thoroughness of the work assigned. The employee is frequently required to sit, and use their hands and fingers to operate a computer.

Receipt and Acknowledgment

I acknowledge and understand that :

The job description provides a general summary of the position in which I am employed. The contents of this job description are job requirements and, at this time, I know of no limitations which would prevent me from performing these functions with or without accommodation. I further understand that it is my responsibility to inform my supervisor if at any time I am unable to perform these functions.

Job duties, tasks, work hours and work requirements may be changed at any time due to business demands, by the Club.

Acceptable job performance includes completion of the job responsibilities as well as compliance with the policies, procedures, rules and regulations of Yellowstone Club.

I have read and understand this job description as outlined herein. I have been allowed to ask questions in order to clarify any points listed on this job description.

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