MEETINGS AND EVENTS CONCIERGE
Join our team at Crowne Plaza Ventura Beach, managed by Providence Hospitality Partners, and work where the California coast meets exceptional hospitality. Located just steps from the sand and moments from downtown Ventura, our beachfront hotel is surrounded by restaurants, shops, and scenic attractions like the Ventura Pier and Surfers Point.
Providence Hospitality Partners, based in Denver and founded in 2002, operates hotels where every guest wants to stay and every associate wants to work. We’re committed to creating a culture of teamwork, service, and personal growth—where you can develop your career, contribute to the community, and enjoy a balanced, rewarding work experience.
SUMMARY
The Meetings and Events Concierge serves as the primary point of contact for clients following the completion of the sales and contracting process, guiding them through the planning, coordination, and execution of their meeting or event.
Working closely with the Catering Sales Manager and hotel operational teams, the Meetings and Events Concierge ensures a seamless transition from sales to event planning and provides consistent, responsive service throughout the client's event experience. This position coordinates event details, communicates client expectations to hotel departments, anticipates needs, resolves concerns, and ensures all event requirements are accurately documented and executed.
The ideal candidate is highly organized, service-oriented, detail-driven, and skilled at building strong client relationships while coordinating multiple events and priorities.
DUTIES AND RESPONSIBILITIES
- Serve as the client's primary hotel contact following the handoff from the Catering Sales Manager through the completion of the event.
- Conduct a thorough handoff with the Catering Sales Manager to understand contracted services, client expectations, event history, special considerations, and other relevant details.
- Build and maintain strong relationships with meeting planners, event organizers, and clients throughout the planning process.
- Coordinate all event details with clients, including meeting room setup, food and beverage selections, audiovisual requirements, timelines, guest accommodations, amenities, signage, special requests, and other event needs.
- Prepare, maintain, and distribute Banquet Event Orders (BEOs), event resumes, diagrams, timelines, and other event-related documentation as applicable.
- Ensure event information is complete, accurate, timely, and effectively communicated to all appropriate hotel departments.
- Coordinate closely with Banquets, Culinary, Front Office, Housekeeping, Engineering, Audio Visual, Accounting, Valet, Security, and other departments to ensure successful event execution.
- Participate in BEO and event planning meetings and communicate changes, special requests, VIP information, and client expectations to appropriate departments.
- Maintain regular and proactive communication with clients leading up to their event, ensuring deadlines, decisions, and required information are addressed in a timely manner.
- Conduct pre-event meetings, planning meetings, walkthroughs, and site visits with contracted clients as needed.
- Review contractual commitments and event specifications to ensure hotel services are delivered in accordance with agreed-upon terms.
- Identify opportunities to enhance the guest experience through appropriate upgrades, enhancements, or additional services while maintaining the integrity of contracted arrangements.
- Monitor assigned events and maintain a visible presence as appropriate to ensure client expectations are being met.
- Anticipate client and guest needs and proactively address potential challenges before they impact the event experience.
- Respond promptly and professionally to client questions, concerns, and changes throughout the planning and event process.
- Partner with hotel leadership and operational departments to resolve event-related concerns and ensure effective service recovery when necessary.
- Ensure changes to event details, pricing, services, or arrangements are properly documented, communicated, and authorized in accordance with hotel procedures.
- Maintain accurate client and event information within applicable hotel systems and records.
- Coordinate billing requirements, deposits, payment arrangements, and event-related documentation with Accounting and other appropriate departments.
- Assist with post-event follow-up, including gathering client feedback and communicating relevant information to Sales and hotel leadership.
- Develop strong working relationships across hotel departments to promote effective communication and seamless event execution.
- Serve as an ambassador and professional representative of Crowne Plaza Ventura Beach and Providence Hospitality Partners.
- Maintain confidentiality of guest, client, employee, and business information.
- Perform other related duties and responsibilities as assigned by management.
ADDITIONAL MANAGEMENT RESPONSIBILITIES
- Independently manages assigned meetings and events from the post-sale handoff through event completion.
- Exercises discretion and independent judgment when evaluating client requests, operational challenges, and event-related decisions.
- Has authority within established parameters to approve and implement changes to event details, room setups, schedules, service arrangements, and other operational elements necessary for successful event execution.
- Makes real-time decisions during events to address service issues, changing client needs, and operational challenges.
- Coordinates and directs the execution of event requirements across hotel departments while working in partnership with department leadership.
- Determines appropriate solutions to client concerns and has authority to initiate reasonable service recovery within established hotel guidelines.
- Evaluates competing priorities and determines appropriate courses of action based on client expectations, operational needs, contractual obligations, and business considerations.
- Represents hotel management in interactions with assigned meeting and event clients and serves as the primary decision-making contact for routine event matters within the position's scope of authority.
- Identifies issues requiring senior management involvement and exercises judgment regarding when escalation is appropriate.
- Provides input to hotel leadership regarding event operations, service standards, procedures, and opportunities to improve the guest and client experience.
QUALIFICATIONS
- Highly organized, detail-oriented professional with the ability to manage multiple meetings, events, deadlines, and client relationships simultaneously.
- Strong customer service and relationship-building skills with the ability to provide polished, professional service to a wide range of clients and guests.
- Excellent written and verbal communication skills.
- Ability to translate client expectations into clear, accurate operational instructions.
- Strong problem-solving skills and the ability to respond effectively to changing circumstances and last-minute event needs.
- Ability to work collaboratively across departments and build productive working relationships with operational teams.
- Strong attention to detail and commitment to follow-through.
- Ability to remain professional, composed, and solution-oriented in a fast-paced hospitality environment.
- Working knowledge of meetings, catering, banquet operations, food and beverage service, and hotel operations preferred.
- Experience preparing or working with Banquet Event Orders (BEOs), event resumes, room diagrams, and related event documentation preferred.
- Proficient computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, and applicable hotel or event management systems.
- Ability to work a flexible schedule based on business and event needs, including evenings, weekends, and holidays when required.
EDUCATION AND EXPERIENCE
- Bachelor's degree, Business, Event Management, or a related field preferred.
- One to two years of experience in hotel catering, conference services, event planning, banquet operations, sales coordination, or a related hospitality position preferred.
- An equivalent combination of education and relevant experience will be considered.
COMPETENCIES
Planning and Organization — Prioritizes and manages multiple events and deadlines effectively; maintains accurate documentation; anticipates needs; demonstrates strong attention to detail and consistent follow-through.
Problem Solving — Identifies and resolves problems in a timely manner; gathers and analyzes information effectively; develops practical solutions; anticipates potential challenges and takes proactive action when appropriate.
Customer Service — Responds promptly to client and guest needs; manages difficult or emotional situations professionally; seeks opportunities to enhance the event experience; follows through on commitments and provides consistent, attentive service.
Communication — Communicates clearly and professionally with clients, guests, associates, and leadership; ensures information is accurate and shared with appropriate departments in a timely manner.
Teamwork — Builds strong partnerships across departments; values and considers others' perspectives; contributes to a positive work environment; recognizes that successful events require coordinated efforts across the hotel.
Adaptability — Responds effectively to changing priorities, event modifications, and unexpected circumstances; maintains professionalism and sound judgment in a fast-paced environment.
Ethics — Treats people with respect; keeps commitments; maintains confidentiality; works with integrity and upholds organizational values.
Organizational Support — Follows policies and procedures; completes administrative responsibilities accurately and on time; supports hotel and organizational goals and values.
Judgment — Demonstrates sound judgment; makes timely decisions within the scope of the position; appropriately involves leadership and other departments when circumstances require additional authority or expertise.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
- Regularly required to stand, walk, and move throughout the hotel and event spaces.
- Regularly required to sit and utilize hand and finger dexterity to operate computers and office equipment.
- May be required to remain on feet for extended periods during meetings and events.
- Occasionally required to lift, push, pull, or carry items up to 50 pounds.
- May occasionally be exposed to outdoor weather conditions, varying temperatures, and elevated noise levels associated with hotel and event operations.
- Schedule may vary based on business needs and event schedules, including occasional evenings, weekends, and holidays.
BENEFITS
- Medical, Dental, and Vision Insurance
- Company-paid Basic Life and AD&D Insurance
- 401(k) with Company match
- Paid Time Off and state-required Sick Pay, as applicable
- 8 Paid Holidays
- Hotel discounts by brand
- Voluntary Short-Term and Long-Term Disability
