Event Coordinator

The starting rate for this position is $20.

At Hyatt, we believe our guests select Hyatt because of our caring and attentive associates who are focused on providing efficient service and meaningful experiences.

The Group Event Coordinator works closely with Sales & Marketing, Accounting, Conference Services, and Group Meeting Planners to ensure excellent customer service and the highest level of accuracy is always provided.

The role includes both Group reservations and event responsibilities, including creating and maintaining Group room blocks, booking links and reservations, and must ensure that clients are provided with required types of rooms, facilities, and services.

The Event Coordinator handles all reservations in a friendly and efficient manner and works closely with their counterparts to maximize room revenue.

This role plays a prominent role in improving the occupancy of the hotel by ensuring Group rates and inventory are consistently monitored and updated as needed.

This role is also responsible for working closely with the Events Team to help handle all details related to scheduled meetings / events requested at the hotel, including event specifications, details pertaining to menus, set up, and upsells where possible.

The Event Coordinator will assist Director of Group Sales, Director of Catering & Conference Services, Catering Managers and Conference Service Managers where necessary to deliver an exceptional customer experience.

Job Duties & Functions

• Create files with required contract documentation and keep files updated on all upcoming Groups upon receipt of turnover.
• Ensure accuracy between systems (room blocks, rates, cutoff dates).
• Detail each Group profile and / or reservation with Group specific information (rate, rate code, deposits, location requests, package inclusions, contract concessions, etc.)
• Build rates and inclusive packages specific to each Group (create routing profiles, deposit
• policies, cancellation policies, etc.).
• Act as liaison between Group and central reservations.
• Input Group rooming list and facilitate all rooming list changes and billing changes upon receipt
• from conference service manager assigned to the Group.
• Manually assign specific accommodations based upon feature and / or location requests.
• Provide reservation and pick up reports upon request.
• Cross reference Group resumes with system information and ensure accuracy.
• Attend all Pre-Planning and / or Pre-Conference Meetings with clients and Conference
• Services Coordinator.
• Review no-shows from previous night and make corrections as needed.
• Assist accounting in verifying and correcting Group guest's folios.
• Ensure all Group functions are completed in an accurate and timely fashion.
• Communicate effectively communicate with Call Center Manager, Business Analyst, Sales
• Manager, and Conference Services Coordinator, and Group meeting planner.
• Book meetings and events for in-house event & manage Banquet Event Orders (BEO) .
• Distribute and collect weekly Group Resumes
• Assist CS / Catering with event collateral (i.e. vouchers, signage, place cards, etc.)
• Send out VIP Amenity Requests
• Distribute all banquet event orders, banquet checks and Daily Event Sheets for the CS / Catering
• Managers.
• Maintain timely and effective paper flow and communication within department and to other
• departments.
• Assist guests and clients with changes, requests, etc., and completes needed paperwork
• for Manager.
• Manage thank you letters for Group functions and distribute accordingly
• Organize in-house deliveries, amenities, welcome letters, transportation schedules, etc. as
• needed.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and
• service-oriented manner.
• Maintain regular attendance in compliance hotel standards
• Maintain high standards of personal appearance and grooming, which include compliance with
• the hotel dress code and wearing name tag when working
• Comply at all times with hotel standards and regulations to encourage safe and
• efficient hotel operations.
• Perform any other duties and attend meetings, as assigned by CS / Catering Manager and hotel leadership.
• Occasional evening and weekend work to meet customer needs

Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards. Whether it's career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.

This is not your typical career opportunity. This is the Hyatt Touch.

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