Events Coordinator

6 months ago

Toronto, Canada Westin Toronto Airport Hotel Full time

Job overview

Reporting directly to the Director of Sales and Marketing, the Events Coordinator will be responsible for overseeing particular tasks related to the event planning process, providing administrative support to the Events team in processing Group & Event bookings, folio collections, resolving folio problems, processing hotel extensions, billing and other hotel financial and administrative tasks. Experience in planning and executing successful events, this role requires detail-oriented and organizational skills, with a proven ability to multitask and handle last-minute changes. Excellent communication and customer service skills required, with a strong ability to build relationships with clients.

**Responsibilities**:
PEOPLE
- Work closely with other hotel departments to facilitate services agreed upon by the sales office and prospective clients. Disseminate sales-related information to other departments as appropriate.
- Promote teamwork and quality service through daily communication and coordination with other departments. Key departmental contacts include all hotel departments.
- Interact with guests and clients to ensure their total satisfaction.

RESPONSIBLE BUSINESS
- Distribution of definite turnover forms to Credit department and Group Reservations Coordinator.
- Monitor and assign inquiry calls to Event Managers per established departmental policies and procedures.
- Batch & Daily Events Report every day for the Operations Team.
- Complete weekly Group Actualization in the absence of the Group Reservations Coordinator.
- Submitting and awarding Marriott Bonvoy Points to Events & Meeting Planners.
- Prepare Tent Cards for all meal functions.
- Assist Event Managers with the creation of Custom Menus
- Creating custom vouchers as per event requirements.
- Assist the Group Reservations Coordinator in preparing weekly Group Calendar and Group Scrub.
- Event Lead Distribution/Assignments.
- Taking on last minute/walk in leads for catering only inquiries, gather information from the customers and assigning the opportunity to the Events team
- Updating Daily/Weekly Reader Boards.
- Turnover Process for contracts to Events & Group Housing including building the Group Master/Billing Patterns/Notes/ Room types etc. to complete the turnover process.
- Creating and sending Group Reservation Links during the turnover process.
- Generate weekly group resumes to be presented at service meetings.
- Knowledge of meeting room setups and capacities.
- Maintain a professional working relationship and promote open lines of communication with co-workers and other departments.
- Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
- Maintain client files and update information daily following established departmental policies and procedures.
- May assist clients in menu planning. May coordinate food, beverage, table arrangements and decorations with Banquet Department.
- Perform other duties as assigned and directed by the Director of Sales & Marketing.

QUALIFICATIONS AND REQUIREMENTS
- College degree or diploma plus 1-2 years of sales or catering-related experience, or an equivalent combination of education and experience.
- Knowledge of hotel and food & beverage operations preferred.
- Must speak fluent English. Other languages preferred.
- This job requires the ability to perform the following:

- Frequently standing up or moving within and outside of the facility
- Carrying or lifting items weighing up to 25 pounds
- Other:

- Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with guests, employees and third parties that reflects highly on the hotel, the brand, and the Company
- Reading and writing abilities are utilized often when completing paperwork and reports, interpreting results, giving, and receiving instructions, and training
- Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances are utilized frequently
- Problem-solving, reasoning, motivating, organizational and training abilities are used often
- Proficiency in MS Office, CI/TY and PMS systems

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