Meetings & events coordinator

Live Your Passion. Add Your Magic.

At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application.

We welcome applicants with disabilities and provide reasonable accommodations as needed to our applicants. Please discuss with our hiring managers during our selection processes.

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The Events Coordinator provides support to the entire department with a wide variety of administrative functions. They are an essential member of the team, assisting the Meetings & Events leaders with planning all aspects of events and providing operational departments with information necessary to ensure the success of corporate conferences, incentive programs, social events, and weddings.

ESSENTIAL FUNCTIONS

Job duties include, although are not limited to:

• Manage and update Banquet Event Order Book with daily revisions and distributions from Meetings & Events Managers
• Attend daily Banquet Event Order Meeting and confirm accuracy of Banquet Event Order Book with Event Management System
• Support Meetings & Events Managers by assisting with Banquet Event Order Updates, Resume Edits, and Bill Review
• Organize and set up Pre-Conference meetings for large programs, as directed by Meetings & Events Managers
• Perform Daily revenue audits, to ensure Banquet Event Revenue is properly captured and reported
• Provide daily, weekly, and monthly resort-wide updates from the Meetings & Events Department, including Banquet Event Order distribution, Daily Event distribution, Private Dining Outlet reports, Resume distribution, 10-Day Event Distribution, staffing reporting and Deposit tracking
• Assist in departmental auditing by building and running reports in Delphi Amadeus
• Act as a liaison between Sales Department and Meetings & Events Department, by compiling Sales Turnover Notes into files Meetings & Events Managers
• Manage external vendor communication, including placing rental orders, overseeing rental load-in and load-out, and invoice processing for vendors
• Assist in ensuring accurate forecasting and staffing by running daily, weekly, monthly, quarterly, and annual reports
• Provide enthusiastic lateral assistance to operating departments as requested
• Provide clear expectations for internal processes by developing and revising Standard Operating Procedures
• Design and print dinner menus, wedding tasting menus, name cards, and other printed collateral
• Collaborate with People Department to plan in-house meetings and events
• Reviewing meeting and event space availability for all in-house meeting requests
• Facilitate Amenity Deliveries for VIP guests in collaboration with the in-room dining department
• Provide office support by answering phone calls, copying documents, and responding to email and phone messages
• Receive initial inquiries for Private Dining & Meetings in Hazel Hill & Scout Field Bar for large party reservations (8 or more)
• Produce & distribute Private Dining contracts, OEO, menus, correspondence and any special requests.
• Upsell parties on various offerings to increase spend per guest – this can include food offerings, beverage offerings, meeting space and miscellaneous items (floral, décor, etc.)

QUALIFICATIONS

High School Diploma or equivalent is required, Bachelor’s Degree preferred

Strong customer service skills

Must have intermediate skills with Microsoft Office products; Word, Excel, PowerPoint, and Outlook, Opera and Delphi Amadeus preferred

Excellent verbal and written communication skills required

Knowledge of hotel food and beverage operations preferred

PHYSICAL REQUIREMENTS

Position requires exerting well-paced mobility as well as the ability to maneuver between functions occurring simultaneously. Must be able to bend, stoop, squat and stretch to fulfill tasks. Must be able to lift up to 15-40 lbs. on a regular and continuing basis. Requires manual dexterity, grasping, writing, standing, sitting, walking, repetitive motions, bending, and climbing.

The pay scale* for this position is $34.02.

*The pay scale is the base salary or hourly wage range, exclusive of incentive pay such as commissions, piece rates, gratuities, and the like, that Montage reasonably expects to pay for the position.

In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.