Summary: Uses discretion and independent judgement to manage the detailed process of bringing events to a successful conclusion, meeting or exceeding client needs and expectations and fulfilling the terms of each contract. Manage communication between the sales team and the operations staff to ensure that food, beverage, and event revenues are optimized, and details are clearly communicated and properly entered into the event management software program. Upsell the Bowden Events and Weddings food, beverage, event amenities, and services to prospective and assigned clients. Work with Director of Sales and Marketing to promote The Bowden Events and Weddings at in-house events.
Job Functions:
· Obtain and establish details of all customer and event records to include customer contact detail, food, beverage, event details, applicable documents, vendor notes, client concessions, special requests, floorplans, client correspondence and meetings, and all pertinent details into event management software program (EMS) to ensure client needs are met and communicated, and expectations are exceeded.
· Optimize revenue and enhance guest experience through the selling of additional amenities, menu items and services.
· Conduct pre-conference/event meetings with clients and pertinent departments to confirm all relevant details are communicated in a timely manner.
· Ensure financial contractual terms, rental and catering minimums are met. Process and post payments according to the schedule, assures final guest count is posted and communicated, and proper reconciliation of monies are collected, recorded, and communicated.
· Prepare and distribute weekly Banquet Event Orders (BEOs) according to standard operating procedures (SOP), actively participate in BEO meetings to accurately communicate food, beverage, event timeline, logistics, amenities, special requests, vendors, VIPs, and greater context details for each assigned event.
· Develop and manage strong customer, vendor, community, and team member relationships through appropriate and effective communication and the use of professional, courteous, and ethical interpersonal interaction.
· Manage and set daily work schedule and set client meetings according to business needs.
· Approve and manage client needs or changes as they relate to menu, event times, set-up, equipment rental, event hours, and customer expectations within reasonable accommodation.
· Establish and maintain rapport with potential and existing clients prior to, during and post event, encouraging repeat business. Timely phone and email correspondence. Ensure all necessary information is obtained with accuracy and clear communication.
· Drive function space optimization/maximization to ensure best utilization of space for guest experience and financial performance of department.
· Arrange for and conduct site visits, walk-throughs, tastings, and meetings according to the customer’s needs; capture and record all client need details.
· Manage event coordinator’s functions, duties, and schedule according to the needs of the department.
· Plan, attend, and setup promotional events on property, such as tastings, bridal shows, luncheons, foundation events , etc. to gain market awareness and develop relations.
· Provide feedback through the proper communication means to the Director of Sales, Banquet Manager, culinary and operations team regarding any client feedback, concerns, comments, and opinions in a timely, respectful manner.
· Work in conjunction with the Sales Director on staying abreast with menu ideas, developing menu and amenity selections & establishing competitive pricing while ensuring costing meets the proper ratios.
· Actively conduct market research and analysis on trending menus, new and improved amenities, competition strengths and weaknesses, and vendor relations to keep The Bowden positioned as a leader in the industry.
· Ensure the proper menu, amenity and costing is built properly into EMS database.
· Work with sales team to capture incoming phone leads
· Strategize with Director of Sales and sales team in achieving sales targets as required.
· Work with vendors to secure rentals needed and communicate event deliveries such as floral, entertainment, etc. and act as main event contact with outside vendors and customers prior to turn-over to Operations.
· Ensure all required certificates and vendor agreements are completed, returned & filed according to the contractual terms outlined in the event contracts.
· Update department calendar to reflect appointments and events.
· Participate in inter-departmental meetings and events.
· Welcome and acknowledge all guests, including those with disabilities, according to company standards, anticipate and address guests’ service needs, and thank guests with genuine appreciation.
· Prepare and review written documents accurately and completely and engage in professional and appropriate telephone and in-person etiquette.
· Develop and maintain positive working relationships and support team to reach common goals and listen and respond appropriately to guest concerns.
· Follow all company policies and procedures, maintain confidentiality of proprietary information, and protect company assets.
· Additional responsibilities as assigned/required.
Education: Some college
Experience:
· 3 years of experience managing events in a hotel or venue
· 5 years customer service experience
Knowledge, Skills, and Abilities:
· Thorough knowledge of Bowden’s services and menu options, and ability to present these options to potential clients to help generate and close sales.
· Communicate clearly and professionally, both verbally and in writing.
· Multi-task, prioritize activities, and meet deadlines.
· Proficiency with Microsoft Word, Excel, Canva, Google Docs
· Knowledge of Event Management Software and floor planning software preferred.
· Scheduling flexibility to participate in appointments and events in the evening and/or on weekends, as needed.
· Maintain clean and professional personal appearance to present a positive image to clients and prospective clients.
· Collaborate, work as a team, and contribute to a positive work environment.
· Being able to hold to contractual terms and while being empathetic and flexible to anticipated clients’ needs.
Physical Requirements: Ability to taste, smell, speak, hear, walk, see, and distinguish colors. Ability to operate a computer and other general office equipment. Ability to sit for long periods of time.
Job Type: Full-time
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Paid training
- Vision insurance
Shift:
Experience:
- Event planning in the hospitality industry: 3 years (Required)
Language:
Shift availability:
Ability to Commute:
- Keller, TX 76248 (Required)
Ability to Relocate:
- Keller, TX 76248: Relocate before starting work (Required)
Work Location: In person
