Groups/Events Specialist

Job Description

Job Description

Position Title : Groups / Event Specialist

Location : The Ember Lodge and Bear Paw Adventure Park

Reports To : Events / Groups Manager

Position Overview :

The Groups / Event Specialist will play a crucial role in ensuring the successful planning, execution, and management of group bookings and events at both The Ember Lodge and Bear Paw Adventure Park.

This dynamic position requires a detail-oriented individual with excellent organizational, communication, and customer service skills.

The ideal candidate will be adept at handling multiple tasks, providing exceptional service to guests, and supporting the administrative needs of the Groups and Events Manager.

Key Responsibilities :

Event Coordination :

Assist in organizing group / event bookings and processing payments.

Ensure the venue and facilities at The Ember Lodge are clean, organized, and well-maintained before and during events.

Supervise the operations of events at The Ember Lodge, addressing any guest needs promptly and professionally.

Perform closing duties after events to ensure the venue is properly secured and ready for the next event.

Client Interaction :

Provide tours to prospective clients at The Ember Lodge, conducting comprehensive walk-throughs and answering all venue-related questions.

Communicate with clients regarding upcoming bookings, procedures, and day-of requirements for both The Ember Lodge and Bear Paw Adventure Park.

Respond to leads and inquiries through various channels, including social media, phone calls, the website, and email, ensuring timely and professional communication when the Events Manager or Group Manager is unavailable.

Administrative / Sales Support :

Offer administrative support to the Events and Group Manager, including checking waivers, preparing group packets, and other related tasks.

Manage group events and field trips on-site at Bear Paw Adventure Park upon arrival, ensuring a smooth and enjoyable experience for all participants.

Identify and pursue new opportunities to engage with local schools through activities such as fundraising, character appearances, book readings, and pass giveaways for the PAWsitive Impact Program.

Assist with fundraising efforts by securing groups and managing administrative tasks.

Facilitate the sale and scheduling of group events including school field trips, summer camps, company outings, and other group activities.

Assist in the sale and scheduling of birthday parties at Bear Paw Adventure Park.

Support the sale and scheduling of Christmas Carnival of Lights corporate ticket packages.

Answer phone calls promptly and professionally, directing them to appropriate departments or resolving inquiries as needed.

Additional Duties :

Attend off-site community events to promote our brands, engaging with the public and providing information about The Ember Lodge and Bear Paw Adventure Park.

Perform other tasks as assigned by the Events and Group Manager to support the overall success of events and group bookings.

Provide support in other departments when needed such as housekeeping, groundskeeping / maintenance, and more.

Assist with operations at the Christmas Carnival of Lights from November to December

Qualifications :

Previous experience in event planning, hospitality, or a related field is preferred.

Strong organizational skills with the ability to manage multiple tasks simultaneously.

Excellent communication and interpersonal skills.

Proficiency in using event management software and Microsoft Office Suite.

Ability to work flexible hours, including evenings and weekends, as required by event schedules.

Customer-focused attitude with a commitment to providing exceptional service.

Ability to work independently and as part of a team in a fast-paced environment.

Preferred Qualifications :

Experience in Monday.com CRM

Bilingual in Spanish

Sales Background

Physical Requirements :

Ability to stand and walk for extended periods during events.

Capability to lift and move objects up to 25 pounds.

How to Apply :

Interested candidates should submit their resume and a cover letter detailing their relevant experience and why they are a good fit for this position to [email protected].

Join our team and help create unforgettable experiences for our clients and guests at our BCI Family of Brands!