Special Event Coordinator

2 weeks ago

Elora, Canada Elora Mill Hotel & Spa Full time

The Special Event Coordinator is often the first point of contact for our potential clients, it is their responsibility to provide a warm, welcoming and professional atmosphere. The coordinator plays a key role in the operation of the events team, managing and completing day-to-day tasks in the Events Office and acting as a liaison between the Sales Consultants, our clients and other members of the Events team. The individual in this role is people-oriented and passionate about providing memorable experiences for our clients.
- You love the idea of being part of somebody’s special day and helping to plan an unforgettable experience.
- You are passionate about providing genuine and thoughtful service and support to clients planning their special events.
- You are highly organized with an incredible eye for detail.

**Key Accountabilities**
- Represent the Special Events Office in a professional and courteous manner, ensuring you are welcoming, accommodating and helpful to all guests and fellow team members
- Effectively manage the front desk of the Special Event Office, including;
- Booking restaurant reservations and answering special menu inquiries for large parties
- Greeting visitors to the office and directing them appropriately as required
- Maintain the appearance of the Special Event office and Bridal Suites
- Efficiently and accurately utilize Micros, Opera and OpenTable software programs
- Secure appointment times for clients to meet with Special Event Consultants and maintain the event office calendar
- Greet clients at their first visit appointments and gather contact and basic event information prior to their meeting with the Special Event Consultant
- Create Proposals for clients using Opera and provide them with digital or hard copy
- Build definite event files and complete the file checklist once a deposit has been received to secure a booking
- Process deposits, payments and final payments for the events, ensuring all appropriate steps are followed and all relevant paperwork is filed and send to the accounting department
- Create, proofread, and receive approval for all special event menus prior to printing and providing them to the events team
- Confirm House DJ’s, Shuttles & Ceremony Officiant for clients as requested
- Communicate details of each event to FOH and BOH team members by providing copies of the most up to date BEO’s 10 days prior to the event date. Update BEO’s if new information becomes available leading up to the event date.

**What we would like you to bring to the role**:

- Highly motivated with exceptional customer service skills
- Very well-organized with a keen eye for detail
- Ability to multi-task effectively in a fast-paced environment and prioritize tasks
- Knowledge of Opera, Micros and OpenTable is advantageous

**Advantages to being part of the Elora Mill Hotel & Spa team**
- Competitive wages
- Discounts at all Pearle Hospitality properties (restaurants, golf, hotels and spas)
- Training and Development to support personal & professional growth
- Career opportunities across all Pearle Hospitality properties
- A fun place to work with an amazing team & company culture
- Pearle Hospitality and affiliated companies, including Elora Mill Hotel & Spa, accommodate the needs of job applicants throughout its recruitment and selection processes in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodation needs must be provided in advance. To discuss your needs, please contact the hiring manager_

**Benefits**:

- Dental care
- Discounted or free food
- Employee assistance program
- Extended health care
- On-site parking
- Store discount
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Weekends as needed

Ability to commute/relocate:

- Elora, ON N0B 1S0: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Are you presently or have you ever been employed by any affiliated Pearle Hospitality properties? If YES, List location

(ETT: Bread Bars, The Pearle Hotel & Spa, Cambridge Mill, Elora Mill Hotel & Spa, Ancaster Mill, Spencer's At The Waterfront, Whistle Bear Golf Club)

**Experience**:

- Customer Service: 5 years (preferred)
- Administrative: 2 years (preferred)

Work Location: In person

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