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Event Planner and Cordinator

3 weeks ago

Sarnia, Canada The Insignia Hotel Full time

The Insignia hotel is a unique hotel with rich history and charm. Formerly known as the Drawbridge Inn, our hotel was initially built in the 1960’s. Throughout the history of Sarnia, the drawbridge was the place to be. Today, The Insignia Hotel is part of the Tribute Portfolio Collection, and we continue to grow and prosper with the beautiful city of Sarnia. We offer a full-service 84 room hotel with amazing amenities such as saltwater pool, dry saunas, gym, fine dining restaurant and bar. We also have a private banquet hall and drawbridge room available for business, conferences, and leisure events.

**what we are looking for**

An Events Manager who has a well-rounded knowledge of the hotel and Banquet industry. Our ideal event manager has in-depth knowledge and experience with the sales process, excelling at lead generation, relationship building, and closing deals. The role requires attention to detail, excellent communication skills, top notch customer service, an understanding of hotel operations, and the software used to organize and communicate within it.

**what you will do**

You will work to establish and maintain Hotel as “the place” for weddings, meetings, corporate conferences, and the like to see. Your efforts will assist in driving new business, in re-launching the hotel to the market, and in maximizing revenue in order to achieve food and beverage and events/functions targets. You will be helping the sales team plan and organize events, including, weddings, parties, corporate events, and other social leisure bookings. You will provide tours and negotiate contracts with customers. In addition, you work with team members from other departments to help facilitate client needs and ensure events operate as planned.

**job responsibilities**

  • The selling and planning of Events including but not limited to corporate, special events, parties, anniversaries, baby/bridal showers, life celebrations, etc.
  • Manage par and inventory of all banquets physical inventory including chairs, linen, silverware, China and accessories.
  • Schedule tours with potential clients and negotiate contracts.
  • Schedule to budget for all events accounting for set up, tear down, and porter shifts.
  • Ensure that the schedule is provided to staff within the time frame laid out.
  • Using the prescribed budget, celebrate successes, achievements within your department.
  • Perform inspections daily of all meeting & F&B spaces in order to feedback to set up staff and to constantly raise the standard of expectation.
  • Following events, post the final balance ensuring accuracy of numbers, consumption, and any additional charges, taking note of any pertinent information that should be passed on to the sales team.
  • Requisitions liquor, wine, and beer when appropriate
  • Maintains a high level of cleanliness, sanitation, and safety within the hotel in accordance with health regulations and safety program.
  • Supervise, coordinate, communicate and motivate all guests and staff to ensure outstanding guest service within the event and meeting function spaces.
  • Maximize revenue by driving additional sales for Meetings/Social Events/Weddings booked by the Sales Managers.
  • Compile all the information required to complete the Banquet Event Orders (BEOs).
  • Ensure that the BEOs are accurately completed in CI/TY event software, following strict timelines.
  • Ensure that all information is accurately communicated during weekly BEO meetings, to ensure that the managers and staff can accurately proceed with event planning.
  • Ensure point of sale and group billings and postings are accurate and completed.
  • Assist in the training of banquet and food and beverage team members as needed.
  • Ensure compliance with all Government agencies, including Smart Serve, AGCO, Ministry of Health and Ministry of Labour Statutory Requirements.
  • Ensure that health and safety standards are met and exceeded for all guests and team members.
  • Meeting with clients and potential clients when necessary.
  • Seeking out networking opportunities and perform sales calls (cold, information gathering or other) as required to promote opportunities and to solicit business.
  • Documenting any group/guest feedback and performing post event evaluations.
  • Provide necessary feedback to ensure future event execution occurs at a high level.
  • Other duties as required.

**SKILLS AND QUALIFICATIONS**

  • Minimum 1-2 years experience in an events role in a hotel or banquet hall as a supervisor or manager is required.
  • 1-2 years experience in sales, hospitality, or a related field is an asset.
  • Experience with event software (CI/TY) is an asset.
  • Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook).
  • Must be able to read and communicate details on BEO.
  • Must be able to communicate clearly, professionally and politely with guests and team members.
  • Ability to operate under pressure and tight deadlines.
  • Self-starter, highly motivated, ability to work in a fast-pace