The Monterey Plaza Hotel & Spa is a luxury property. This 280 room property has four penthouse suites, over 22,000 square feet of meeting space, expansive exterior space known as the Plaza, the Promenade and the Terrace, and an award-winning food and beverage program. Banquets, Schooners, Coastal Kitchen, Lobby Lounge, Tidal Coffee, and Room Service provide guests, groups, and local visitors numerous dining options. Vista Blue Spa offers a wide array of services in an outstanding location on the penthouse suite level and hosts the Fitness Center in addition to retail and sundries. The Monterey Plaza is the only property consistently ranked No. 1 for both business and leisure by Trip Advisor in Monterey.
We are seeking a Meeting & Events Coordinator to join our outstanding team.
The Meetings & Events Coordinator is responsible to provide administrative support to the Meetings & Events department in the execution of their business plan and assist with supporting the sales and marketing efforts of the property. Thusly, they conduct correspondence; proof written materials; take and deliver detailed messages; prepare and distribute banquet event orders; and execute all assigned work with a high degree of attention to detail, and provide crucial administrative support to the sales and service effort as business demands.
The Meeting and Events Coordinator represents the department in a manner that enhances the reputation of the hotel at the property level, within the client-base, the local community and industry.
ESSENTIAL FUNCTIONS
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Completes critical administrative responsibilities. Types, proofs, corrects and amends banquet event orders (BEOs) and general correspondence such as letters, memorandums, reports, meeting minutes, Schooners pre-menus, banquet, and executive wedding menus. Creates and maintains client files; prepares group and local social file folders. Manages, updates, and amends BEOs. Records revisions and additions to schedule and other changes. Communicates changes via a Daily Change Log Report. Prepares and sends guest satisfaction surveys to groups and local social clients.
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Completes all reports in a timely and conscientious manner as required or upon request. Maintains accurate and thorough records. For example, maintains daily Guarantee Sheets, a weekly Event Log, and detailed Function Sheets. Creates and distributes the Daily and a 10-Day Events Report. Updates the hotel’s electronic reader boards daily.
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Ensures accurate and timely communication to the Meetings & Events and operation teams. For example, responsible for the distribution of changes made to group Resumes, Function Sheets and BEOs using the appropriate format. Types and distributes group Resumes to the appropriate hotel departments. Sends a weekly email to the managers reminding them of upcoming BEOs, Traffic Reports, and Resumes and their location on the share drive. Communicates, monitors and complies with due dates for distribution.
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Provides telephone coverage and support according to hotel standards. Follows the steps of guest service while making and receiving calls; takes and provides detailed messages. Assists clients as needed or directed in person, by email and telephone.
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Completes billing documents and distributes as directed or required. For example, creates cost recap reports for in-house meeting, menu tastings, and promotional events and distributes to the Executive Chef and Controller; recaps over $250 are also sent to the Managing Director. Assists the management team with finalizing banquet checks and other documents for Accounts Receivable and as requested.
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Assists the team in preparing for meetings by collecting and packaging materials for their use.
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Maintains PAR’s with respect to hotel collateral and department office supplies.
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Assembles wedding and sales kits and gift amenities.
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Creates and distributes handwritten note cards for amenities. Interacts with local vendors and suppliers as required or requested.
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Assists the Director with various marketing tasks, reports and projects. For example, sends, receives, and researches group history reports.
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Processes and distributes credit applications and rooming lists.
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Conducts other correspondence at the direction of the department Director.
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Works cooperatively with the sales team providing administrative support as business demands. Provides telephone coverage as requested; taking and relaying messages. Similarly assists on administrative tasks that supports the Group Rooms Coordinator as directed by management during periods of peak demand.
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Works cooperatively and in coordination with all other hotel departments and third-parties to deliver exceptional guest service to a Four Star standard.
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Observes all safety protocols and holds others accountable to hotel and departmental safety standards and procedures.
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Completes other duties and special projects as assigned.
Due to the nature of the hospitality industry, they will be required to work a flexible schedule that meets business demands. While the schedule will primarily be Monday through Friday, the schedule may also sometimes include weekend or holiday shifts. Overtime is not permitted without prior approval of the department director.
This job description has not been designed to cover or contain a comprehensive listing of all of the activities, duties or responsibilities that are required of an associate for this job. Further, duties, responsibilities and activities may change at any time with, or without, notice.
Regular attendance in conformance with the standards, which may be established by the Hotel from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action up to and including termination.
Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the Hotel.
Upon employment, all associates are required to fully comply with the Hotel rules and regulations for the safe and efficient operation of the Hotel facilities.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- A team player and solution oriented
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Able to work in a busy and demanding environment
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Must have a flexible work schedule, including ability to work on evenings and weekends, based on business levels
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Excellent time management skills, the ability to build rapport with others, and communicate according to Forbes 4-Star and hotel brand standards verbally and in written form.
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Ability to type 50 wpm, proofreading skills, strong working knowledge of MS Office programs, such as Excel, Word, and Outlook is necessary, proofreading skills.
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Familiarity with Adobe products or similar programs.
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Experience with project management and scheduling preferred.
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Reads writes and speaks English fluently
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Ability to manage multiple projects to deadline is important
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Ability to multi-task, prioritize and manage time well so as to productively and efficiently accomplish work tasks
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Operate with the highest ethical standards and able to maintain confidentiality of work
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Excellent communication skills, both written and verbal and strong organizational skills
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Meets legal age requirements for the position
EDUCATION and/or EXPERIENCE
Two years prior administrative assistant experience is required. High School diploma or GED needed. Two years or more of college is preferred or the equivalent in work experience. Experience in hotel operations or previous sales or catering assistant experience preferred.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the associate is regularly required to sit, stand, walk, and talk or hear. The associate frequently is required to use hands to finger, handle, or feel; reach with hands and arms. The associate may frequently lift and/or move up to 10 pounds.
The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position operates in an office environment that may be noisy and routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Occasional hotel meeting rooms and site tours. The position requires prolonged sitting in an office. The associate may be exposed to outdoor temperatures and weather conditions.
GROOMING
All associates must maintain a neat, clean and well-groomed appearance (specific standards available.)
PAY SCALE
The pay rate for this position is $26.15 per hour. This is the pay rate for this position that the Hotel reasonably expects to pay.
Monterey Plaza Hotel & Spa is an equal employment opportunity employer. Company policy prohibits unlawful discrimination based on race, color, national origin, ancestry, ethnicity, religion (including religious dress and grooming), sex, gender, sexual orientation, gender identity (including gender-related appearance and behavior), partnership status, pregnancy (childbirth, breastfeeding, or related medical condition), age, physical or mental disability, medical condition, military or veteran status, status as a victim of domestic violence, sexual assault, or stalking, genetic information, marital status, ethnicity, alienage, citizenship status or any other protected classification, in accordance with applicable federal, state, and local laws. Consistent with the American’s With Disabilities Act, applicants may request accommodation needed to complete the application process. Please contact the People and Culture Department if you have any questions regarding this policy.
