Event Coordinator

5 months ago

Surrey, Canada Sheraton Vancouver Guildford Hotel Full time

The Sheraton Vancouver Guildford Hotel is one of Surrey's premier hotels. It is situated on the gateway to Vancouver, overlooking the Coastal Mountain range and the beautiful Fraser Valley. With 279 newly renovated guest rooms, 18 meetings rooms totalling 26,000 square feet, our space offers the utmost flexibility to fit the needs of our guests.

At Sheraton hotels, we create a welcoming place for our community to gather. Sheraton sees the world through the lens of community.

**Together, we are better**. Every one of us is critical to the success of our hotel's larger mission. It is the energy of the collective that fuels us, unites us, and brings us together. We believe in the **Power of We**.

Be inspired by what’s possible and discover your own future. Be challenged, grow and achieve your ambition. At Marriott, be yourself. Begin your purpose, belong to a global community, and become the best version of you. At Marriott..**Be you**.

We are looking to grow our teams with individuals who share our energy and enthusiasm for creating exceptional guest service and would like to join our dynamic world of hospitality.

**POSITION PURPOSE**

As the primary administrative support to the Director of Catering and Event Management, the Event Coordinator assists in the overall efficient operation of the Sales & Convention Services Department resulting in increased revenue generation from both Sales Managers & Event Managers.

**ESSENTIAL FUNCTIONS**

Responsibilities include Administration of all Marriott standard programs for Catering & Convention services and is responsible for all administrative duties related to the day to day operation of the catering/event sales department to include but not limited to:

- Assist in screening and assigning incoming electronic leads (includes but not limited to: MarRFP, MI-LEADS, C-vent, Star-cite, Tourism Vancouver, Tourism Surrey)
- Qualify incoming calls and transfer to appropriate member of the Sales & Event Management Catering Team
- Responsible for one stop selling & servicing of short lead catering only business 3 to 50 people inside of a 30 day window.
- Brand Loyalty program administrator
- Administrate function floor & event related parking exemptions (complimentary & pre-paid parking arrangements)
- Weekly New Week distribution (EOs, floor plans, allergy forms and event summary to the floor)
- Daily distribution to include but may not be limited to change orders, allergy forms, floor plans, daily function reports
- Attend scheduled operational EO check meeting and act as liaison
- Assist Event Managers as requested with contracts and other administrative needs related to the success of conference planning for guests which may include following up with clients on outstanding rooming lists, final guarantees and event details
- Maintenance of all office files (Group & Catering included)
- Sales & Catering PMS key operator - maintain data base and menu input and update (data entry)
- Update and maintenance of the on-line Menu database
- Responsible for the production of the final layout for all printed catering menus, wine lists and other collateral produced for clients generated from the catering sales office
- Responsible for blocking space and servicing all in-house meetings; Tour breakfast & SMERFE groups requiring storage space and breakfast rooms
- Tour Forecast weekly update and distribution; assist in creating Group Tour Resumes
- Reach out to sports teams who do not currently have any organized catered food & beverage services and solicit them to book team meals
- Work closely with the Marketing Coordinator to support all additional outside Sales Activities and entertaining such as client loyalty receptions, sales trips & blitzes.

Act as a liaison between the Event managers and client in the pre-sell process allowing the sales managers more time for solicitation and off property sales calls. Providing assistance and generating supporting documents to include but not limited to;
- Assist with account maintenance by producing welcome cards & amenities
- Responsible for updating all sales & catering merge documents in the property Sales PMS
- Assist in information gathering and supporting documents for annual Sales budget & marketing plan
- Attend weekly sales meetings

**SUPPORTIVE FUNCTIONS**

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel.
- Assist Director of Catering and Event Management and/or Director of Sales & Marketing in growing revenues.
- Assist Sales & Catering team in sales & marketing activities.
- Professionally represent the hotel at client based/ industry/community functions to support the sales effort
- Participate as team player with all departments.
- Assist with reports and/or competition data col

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