Event Concierge

About the role

To assist guests in a timely and professional manner with inquiries regarding large party and private events in Barlines, Bongo Java, Pool Deck and Kitchen Notes. Manage social media channels, digital, print, websites and assist with the promotion of lobby activations and hotel special events and in house groups.

Responsibilities

• Handle all inquiries in a timely manner.
• Make private and group dining arrangements with the guest, including menus, pricing, wine selection, room set-up, audio-visual requirements, and billing information.
• Distribute BEOs, agreements, any last-minute changes, and all pertinent information in a timely manner.
• Type and distribute all correspondence, including booking notices, letters, contracts, etc. for assigned managers; ensure all correspondence is 100% accurate.
• Assure all groups and private dining reservations are entered in OpenTable.
• Maintain account files and ensure all information is included in file, i.e. post-convention reports, letters, fax information, etc.
• Work closely with Outlet Manager to get appropriate food and beverage minimums and availability for all private/group dining inquiries.
• Work closely with Marketing and Sales to generate new business.
• Remain in contact with the client prior to event to get final guarantees and method of payment prior to the function.
• Track and report group/private dining sales.
• Track repeat business and create an easy method to trace files to encourage repeat business.
• Make outside sales calls to increase revenue for private dining room.
• Create and process purchase orders.
• Maintain employee files.
• Order supplies as needed.
• Perform other duties as assigned by management (assist in department training and paperwork as needed, book private parties and group buy-outs and assist with BEOs).
• Perform all the functions of a Host as needed and warmly greet all guests.
• Organize and maintain current information for all Marketing, including setting up vendors, entering purchase orders.
• Assist in the creation of on property collateral, signage, web updates, social media posts, public relations materials, and other administrative needs; utilize InDesign and Canva as needed.
• Coordinate marketing support with all other resort departments.
• Maintain current information and listings of all events on OH.com, Kitchen Notes and Barlines websites.
• Visually proof, proofread and provide revised copy or corrections for all marketing materials both in print and digitally.
• Assist in digital audit process.
• Assist with all Special Event activities as needed.

Qualifications

• Two years of experience in a similar position preferred.
• Prior administrative experience required.
• Must be TABC certified.
• Maintain a professional business appearance, attitude, and performance.
• Must be able to work a flexible schedule including weekends and holidays.
• Knowledge in In-Design, Photoshop and/or Illustrator required.
• Proficient knowledge and experience in Google Workstation, Outlook, Word, Excel, Power Point and comfortable with both Mac and PC platforms.
• A natural passion for hospitality and creating memorable guest experiences.
• Strong organizational and time management skills with a preference for achieving goals and creating efficiencies.
• Flexible availability to work during peak hospitality seasons and/or hours such as nights, weekends, and holidays.

Environment & Position Analysis

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand or walk for an extended period or for an entire work shift.
• Requires repetitive motion of arms and hands.
• May work both indoors and outdoors.
• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

Tools & Equipment

• Desktop computer (MAC, Alice, Synergy, Microsoft Office, Kronos, Birchstreet, Micros terminals, Open Table), printer, telephone, copier, fax machine and push to talk radio dispatch.