We are looking for a rising star to join our management team at Hotel Indigo as the new Event Manager! Our ideal candidate would be someone who has worked in the catering and events world and has experience with event coordination.
You can apply via Indeed, in person at Hotel Indigo between 10am and 5pm Monday thru Friday, or by emailing your resume and cover letter to [email protected].
Job Description:
The Events Manager operates in a multifaceted position combining event planning and execution, client communication, and event staff management. This position’s core goal is to streamline the events so that clients and event staff have a consistent point of contact from the start of the planning process through execution.
The Events Manager works closely with the Director of Sales, Food and Beverage Director, and Event Staff. This position will work independently with clients to assist with catering choices and outline final plans before distributing BEOs and floor plans to all departments.
Essential Duties and Responsibilities:
Event Management and Coordination
- Coordinate assigned events as they are booked by the Director of Sales. Client meeting planners will be formally introduced to the Events Manager by the Sales Team when appropriate and before planning begins.
- Remain the main point of contact for meeting planners during the planning process and on the day(s) of the event.
- Works with clients to plan details of all meeting/events including but not limited to: menus, beverages, bar selections, timelines and all details needed to execute events successfully
- Confirm event details two weeks prior and finalize numbers the week before.
- Act as the point-of-contact and greeter for all events and introduce staff to client contacts.
- Create and share floor plans, cost estimates, and Banquet Event Orders (BEOs) using Salesforce/Delphi.
- Lead vendor walk-throughs and final planning meetings with clients and vendors.
- Lead internal BEO meetings to review upcoming events with management team
- Ensure proper signage is displayed for events and source items needed for bar and buffet.
- Place and schedule logistics for rental orders when necessary - tableware, linens, tables, etc.
- Track and manage rental inventories - furniture, tableware, linens, and decor.
- Assist the Director of Sales with billing and tip-outs for events.
- Maintain and update menus, packages, and other property materials within Salesforce as directed by DOS.
- Represent Hotel Indigo Athens in a professional and ethical manner at industry events for both trade and consumer market segments. Foster productive relationships with local industry partners.
- Duties may be adjusted according to the shifting needs of the Sales Department; adjustments to these duties will be made clear if and when changes are made.
Event Staff Management
- Collaborate with Event Supervisor to approve schedules for event staff, supervisors, AV techs, and set-up staff using Sling Shifts
- Act as point of contact for Supervisor in regards to staffing/scheduling/event questions.
- Share finalized BEOs and floorplans with all necessary staff and departments.
- Work with Event Supervisors and DOS to satisfy necessary event staff training, announcements and reviews
- Defers to the Director of Sales and GM in situations where higher authority is needed such as hiring, firing, and HR issues.
Physical Demands
- Lift items up to 30 lbs (boxes, tableware, tables)
- Walk and/or stand for up to 10 hours at a time
- Sit at a desk to type and use a computer on a regular basis
- Bend or squat to reach items in lower storage areas.
Timekeeping and Hours
- Flexible work schedule with set in-person office hours
- Weekend events are expected and timekeeping will prove vital to tracking weekly hours.
- Hours logged with a time tracking sheet to be submitted as a PDF to the Director of Sales quarterly.
Qualifications
- 2-5+ years of event, catering, or planning experience
- 2-5+ years staff management experience - strong leadership skills
- Audio/Visual equipment experience
- Certificate or Undergraduate Degree in Hospitality, Public Relations, or Business Management or comparable work experience
- Quick thinking, resourceful, and flexible
- Patient temperament with the ability to deescalate stressful or tense situations
About the Company:
Hotel Indigo is the premier boutique hotel in Downtown Athens. With two event venue spaces and 130 rooms, we specialize in luxe room blocks, intimate weddings, grand rehearsal dinners, and a wide range of corporate events. Our management operates as a tightly connected team with 6 individuals who manage a range of departments throughout the hotel. We work in an inclusive and warm environment and prioritize well-being and work-life balance for all our staff. We consider on-the-job training fundamental to success and make sure all our new team members have the support and mentorship they need to thrive in their positions.
Job Type: Full-time
Pay: $44,000.00 - $49,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- What does your background in the events industry look like?
Education:
Experience:
- Event planning: 1 year (Preferred)
Work Location: In person
