Special Events Coordinator

3 weeks ago

Niagara, Canada 124 on Queen Hotel & Spa Full time

**Special Events Manager**

**124 on Queen Hotel & Spa is seeking a full-time Special Events Manager to join our team in beautiful Niagara-on-the-Lake, Ontario.**

**Special Event Coordinator Duties and Responsibilities**:

- Event Planning and Coordination_: Collaborate with clients to understand their vision for weddings and special events. Plan, organize, and assist to execute events once a contract has been signed by the Sales Team, ensuring all aspects align with the clients' preferences and the hotel's standards. Event locations include 124 on Queen Hotel & Spa's onsite event spaces and offsite venues and partners that the Hotel provides catering or event services to.
- Venue Management:_ Coordinate with relevant departments to ensure seamless event setups and event execution. Coordinate Client’s needs with the Chef, Food & Beverage Team, Front Desk, Housekeeping, Spa, and Sales Team via weekly meetings and internal event paperwork. Manage and input rooming list of guest names for contracted room blocks and maintain inventory of blocks and release dates.
- Vendor Relations: _Build and maintain positive relationships with external vendors, including florists, photographers, musicians, and other event service providers.
- Client Consultation:_ Conduct detailed consultations in person, phone and virtually with clients to determine event requirements, including timelines, seating plans, menus, dietary restrictions and special requests. Provide expert guidance and recommendations to ensure client satisfaction. Cross sell and share upgrade options in addition to the original booked event package.
- Event Logistics:_ Manage event logistics, including floorplans, event timelines, and vendor coordination. Be the lead during wedding ceremonies to ensure wedding party is timed properly. Create and meticulously maintain event file with up to date event timing, menu selections, dietary restrictions, décor information, vendor contacts, rooming lists and special requests. Ensure smooth event flow and address any unexpected issues that may arise during the event.
- On-Site Coordination:_ Assist Catering Operations Manager and Assistant Catering Supervisor when needed for setup, coordination, and execution day of event. Act as the point of contact for clients and vendors, ensuring all elements run seamlessly.
- Creativity and Innovation_: Bring fresh ideas and innovative concepts to enhance the overall event experience and maintain the hotel's reputation for hosting unforgettable weddings and special occasions. Take initiative to improve service levels, share knowledge and best practices.
- Event Marketing_: Coordinate Hotel registration and represent 124 on Queen Hotel & Spa at industry tradeshows and events. Collaborate with the hotel's marketing team to promote wedding and event services, attract potential clients, and increase bookings.
- Guest Service: _Provide exceptional guest service to clients throughout the event planning process, maintaining open communication and promptly addressing any inquiries or concerns.

Demonstrate respect and courtesy for all clients and fellow team members, as well as respecting 124 on Queen Hotel & Spas values of Diversity, Equity and Inclusion.

All other duties as assigned.

**Experience or Requirements**:

- Degree or Certificate in Hospitality Management, Event Planning, or a related field is an asset
- Proven experience in event planning and coordination, particularly in organizing weddings and upscale special events.
- Strong organizational skills with exceptional attention to detail.
- Excellent interpersonal and communication abilities to liaise effectively with clients, vendors, and hotel staff.
- Proficient negotiation skills and customer service.
- Proficient in the use of Microsoft Office office Suite (Outlook, Word, Excel, etc.)
- Demonstrated ability to work under pressure and manage multiple projects simultaneously.
- Knowledge of local event regulations and permits is an advantage.
- Flexibility to work irregular hours, including weekends and evenings, as per event schedules.

**Job Types**: Full-time, Permanent

**Salary**: From $45,000.00 per year

**Benefits**:

- Dental care
- Discounted or free food
- Extended health care
- Paid time off
- RRSP match
- Store discount
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Every Weekend
- Weekends as needed

Ability to commute/relocate:

- Niagara, ON L0S 1J0: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have experience in the Hotel or Events Industry?

Work Location: In person

Application deadline: 2023-08-04
Expected start date: 2023-08-14

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