Event Coordinator/Concierge

The Grand Hyatt Deer Valley Hotel is located in the famed Deer Valley ski resort, approximately 40 minutes from the Salt Lake City International Airport. Part of a new development, the hotel is surrounded by 17 ski lifts, 1,600 residential units, 8 hotels with a total of 1,350 rooms, 250,000 square feet of conference and retail space, and one of the largest “ski beaches” in the world. The Grand Hyatt features 436 luxury accommodations, including 381 guest rooms and 55 residential units, with 30,000 square feet of versatile indoor meeting space, a lobby-level 3-meal restaurant and bar, signature bar, pool/après ski bar and grill, coffee bistro, large outdoor event terrace, pool, 3 whirlpools, kids club, and fitness area.

About the role

The dual role of Event Coordinator/Concierge will assist Event Planners and the Event Sales team with administrative duties before, during, and after events. This includes clerical tasks, account management, on-site client service, and client follow-up. During peak business times, the role will primarily involve assisting clients on-site. At other times, the Event Coordinator/Concierge will support the event team administratively and deliver outstanding customer service in all interactions. This position is ideal for a highly organized, detail-oriented, and analytically minded individual with strong oral and written communication skills. It offers opportunities for advancement in Events, Sales, and/or catering within Hyatt.

Responsibilities

Event Coordinator

• Follow Events distribution SOP’s to Operating departments.
• Collect estimated balances for catering and group business via e-Sertifi as per hotel accounting payment SOP’s.
• Assist with billing and reconciliation.
• Assist with commission and rebate reporting and processing.
• Collaborative Diagramming – assist with creating function space diagrams.
• Review no-shows from the previous night and make corrections as needed.
• Verify and correct Group guest folios.
• Prepare Breakfast coupons for groups for Banquets/F&B.
• Ensure all Group functions are completed accurately and timely.
• Effectively communicate with internal and external customers.
• Book meetings and events for in-house clients and manage Banquet Event Orders (BEO).
• Assist event managers with collateral (e.g., vouchers, signage, place cards).
• Send out VIP Amenity Requests.
• Maintain timely and effective paper flow and communication within the department and across other departments.
• Manage thank-you letters for Group functions and distribute accordingly.
• Organize in-house deliveries, amenities, welcome letters, transportation schedules, etc., for group clients as needed.
• Occasional evening and weekend work to meet customer needs.
• Perform any other duties assigned.

Meeting Concierge

• Strong understanding of client programs and events.
• Perform Meeting Room Inspections, Cleanliness, and Maintenance walkthroughs.
• Monitor Customer Personal and Practical Needs, anticipating their needs and ensuring satisfaction throughout the day.
• Respond to requests within 5 minutes and resolve within 15 minutes.
• Provide added services to repeat customers based on previous interactions.
• Provide feedback to other departments involved in planning and organizing functions.
• Conduct Meet and Greet Site inspections and attend necessary hotel planning meetings.
• Service Recovery – turn a negative experience into a positive one before the guest departs.

Benefits

• Free room nights, discounted and friends & family room rates.
• Medical, dental, and vision insurance with a 30-day waiting period.
• 401K with company match.
• Free employee meal during shift.
• Generous paid time off.
• Tuition reimbursement.
• Employee stock purchase plan.
• Discounted ski passes.
• Excellent training and professional development opportunities.

Applicable for full-time, year-round positions.