Meetings & Administrative Coordinator

6 months ago

NiagaraontheLake, Canada 124 on Queen Hotel & Spa Full time

**Job Description for Meeting & Events Coordinator**

**Position Title**: Meetings & Administrative Coordinator

**Status**: Full-time

**Hours**: 40 hours/week (Varied shifts. Weekend/Evening work required as needed)

**Location**:Position is fully in person with work days shared between the Hotel and our nearby Corporate Head offices

**Position Summary**:
The Meetings & Administrative Coordinator plays an integral role in ensuring 124 on Queen Hotel & Spa meeting, conferences and other special events are well organized and executed successfully.

Reporting to the Director of Sales and working alongside the Sales Team and Food and Beverage Operations Team and the Special Events Coordinator, the Meetings & Administrative Coordinator will utilize their passion, skills, and industry experience to elevate organized events through coordination with the client, gathering and sharing information regarding individual events to appropriate Teams at the Hotel, working alongside the Chef and food and beverage team, outside vendors, being the hospitality liaison for all events and providing administrative sales support to the Director of Sales. Events include meetings, conferences, retreats, social events and special internal and external onsite events, and offsite catered events.
- exceptionally organized
- has outstanding attention to detail
- has a passion for events and event planning
- a self starter and shows solid initiative skills
- can multi-task and be successful in a quick moving role
- has strong communication skills, with an aptitude for hospitality and excellent guest service
- believes in working collaboratively with other departments and team members

**Meeting & Administrative Coordinator Duties and Responsibilities**:

- Serve as the main point of contact to prepare all client, internal and external, communications once a contract has been signed by the Sales Department and initial deposit processed
- Create and meticulously maintain event file with up to date event timing, menu selections, dietary restrictions, a/v needs, vendor contacts, rooming lists and special requests.
- Be present on event days to serve as day of hospitality contact.
- Coordinate internally the Client’s needs with the Chef, Food & Beverage Team, Front Desk, Housekeeping, Spa, and Sales Team
- Provide sales and administrative support to the Director of Sales by creating assigned proposals, estimates and contracts using templates provided
- Keep all Sales Department central documents up to date and accessible for all Sales Team
- Ensure compliance with health and safety regulations, as well as event policies and procedures
- Manage and input rooming list of guest names for contracted room blocks and maintain inventory of blocks along with appropriate cut off dates
- Accurately prepare, revise, and distribute day of timelines, floor plans, and banquet event orders (BEOs) and group itineraries to the appropriate teams and other suppliers in a timely manner
- Utilize efficient sales strategies to upsell client experiences and maximize food and beverage, spa, and other Hotel revenue to the utmost potential
- Attend weekly Food & Beverage and Operational meetings to report on upcoming events
- Efficiently utilize Microsoft Suite, G-Suite and Canva as required to create signage, menus, and spreadsheets
- Follow up with clients following events and communicate feedback to appropriate Teams to improve offerings and service
- Provide support to the Special Events Coordinator with coordinating some events as work volume demands
- Represent the 124 on Queen hospitality culture in all interactions with clients and team members
- Demonstrate respect and courtesy for all clients and team members, as well as respecting Diversity, Equity and Inclusion
- Take initiative to improve service levels, share knowledge and best practices
- Willingly accepts other duties and assists in tasks to meet department and team needs

**Qualifications and Experience**

1. Previous experience as an event coordinator or similar administrative role

2. Diploma or degree in event management or a related field is an asset

3. Demonstrated ability to organize workload and respond to competing priorities in a busy,

dynamic environment

6. Self-motivated, decisive, responsible, and driven to provide the best service possible

7. Very strong attention to detail

8. Excellent interpersonal, written, and verbal communication skills

9. Proficient in the use of Microsoft Office Suite (Outlook, Word, Excel, etc.)

10. Exceptional hospitality and relationship management skills

**Working Conditions**
- Onsite shared between 124 on Queen Hotel & Spa and nearby Corporate Head office
- Offsite at catering venue partners as needed
- Mainly sitting desk and computer work with some assistance at events and with set up when needed

**Physical Requirements**:

- Must be able be seated at a desk and work at a computer for most of shift
- Ability to push, pull, carry, and twist wit

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