Meeting and Event Planner
Reports to Manager, Business Development
Key Goals & Objectives
- Develop and maintain a strong and professional relationship with all The Mansion at Glen Cove (“GCM”) clients and employees
- Responsible for the planning of GCM’s Complete Meeting and Day Meeting Packages and coordination of all aspects of the meetings’ operation
- Ensure meetings exceed client’s expectation by providing proactive communication with clients to anticipate their needs when hosting meetings at GCM
- Cultivate an employee-empowered environment when working with other departments at GCM through professionalism and ethical morals
- Increase profitability for GCM by identifying cross-selling opportunities
Responsibilities
- Calculate the profit for each meeting space per square foot for each client/meeting to ensure the GCM sales team members are aligned in assigning the appropriate meeting space per meeting package in terms of pricing quotedAssist clients in all phases of conference preparation and coordination as well as space management in meeting rooms, guestrooms, and dining rooms to maximize the sales potential
- Ensure the accuracy of all customer information and any other relevant data are entered in GCM’s events tracking system, Gather, in addition to the creation of banquet event order (BEO) in a timely manner
- Schedule and facilitate internal meetings with other department(s) such as kitchen, sales, housekeeping, etc. to ensure internal alignment for each event
- Obtain approval from General Manager and assist in the inventory and ordering of equipment for department (rental and/or purchased)
- Hold all employees accountable for following established procedures, policies, and standards to meet the expectation of clients
- Understand the details and flexibility of GCM’s function space, audio visual, and any other information important to the event success, and apply creativity in utilizing the GCM assets (i.e.g personnel / equipment / space)
- Maximize revenue opportunities by upselling products and services during the event planning phase
- Identify any potential event challenge(s) and proactively propose resolution beneficial for GCM and the customer/client
- Establish a professional working relationship with clients, with a full understanding of the client/program needs through continuous communication pre and post event
- To provide timely and accurate information to clients concerning hotel/conference information, contracts, travel, menus and BEOs
- Host and participate in all relevant internal meetings pertaining to event planning and any other required meetings set by management
- Responsible for billing accuracy and conduct final billing review with clients prior to processing the final bill
- Coordinate arrangements with the GCM staff for physical requirements of assigned conferences i.e. menus, room sets, sleeping accommodations, recreational activities, audiovisual needs and the overall set-up of each conference/meeting
- Assist clients with any special needs/request by making arrangements with vendors (i.e. team building, transportation, photography, off-site dinners, etc.)
- Meet clients at the onset of the conference meeting to review all on site requirements to ensure client’s business needs have been fulfilled in order to conduct successful conference/meeting at GCM
- Observe service behaviors of employees and provide real-time constructive feedback to employees and associated GCM sales personnel
- Guide and ensure timely setup and breakdown of meeting rooms and/or AV equipment for all conferences/meetings
- Deliver end-of-day (EOD) reports to the associated sales personnel, business development manager and general manager
Requirements and Experiences
- Degree in business, tourism, hospitality preferredMinimum 2-5 years of conference and meeting planning experience preferred
- Excellent analytical, interpersonal, written and oral communication skills
- Professional and excellent customer service
- Must have a positive attitude with the ability to remain flexible and patient
- Excellent in time management and organizational skills
- Ability to work collaboratively to make the best possible decisions and achieve the team’s overall goals
- Ability to solve problems creatively and implement strategies/solutions effectively
- Possess basic mathematical, reading, and writing skills
- Ability to make sound judgements and exercise confidentiality
- Excellent computer skills with familiarization of professional email culture, Microsoft Office, Gmail, and Google Drive
- Hotel PMS system knowledge preferred
- Prolonged periods sitting at a desk and working on a computer
- Ability to occasionally lift/carry items between 25-50 lbs
- Required to walk and/or stand pre, during, and post events for potentially extended distances, including bending, climbing stairs, reaching with hands and arms in any direction, kneel and stoop when necessary
- Must be able to work different shifts, including holidays, nights and weekends. Must be able to work overtime as required
- Actively participate in GCM’s Manager on Duty (MOD) program
- Polished and professional presence
Job Type: Full-time
Pay: $45,000.00 - $50,000.00 per year
Benefits:
- Employee discount
- Health insurance
- Paid time off
- Referral program
Supplemental pay types:
Work Location: In person
