Group & Event Services Coordinator

Are you looking to grow your career and working at the f irst net-zero energy hotel in the United States ? What about working for an employer that respects your knowledge and entrepreneurial spirit yet provides a framework of guidance and support?

Hotel Marcel, Tapestry Collection by Hilton

Hotel Marcel is a historic rehabilitation and adaptive reuse of the mid-century modern Armstrong Rubber Company Building aka Pirelli Building, originally designed by Marcel Breuer in 1967.

It has165 rooms, a full-service restaurant, gallery, and 7,000 square feet of meeting space. True to the Tapestry brand style expect a unique boutique feel that combines local experiences, modern designs, and intimate service.

Group and Event Services Coordinator

Job Summary

The Group and Event Services Coordinator will organize and service groups, events, and customer relations for the Director of Sales & Marketing and other managers as required.

This position will be responsible for managing administrative tasks for the sales department and serving as a liaison to the operations team on-site to service clients and execute events.

Overview

• Perform administrative duties such as data entry, detailing Banquet Event Orders / Resumes, typing correspondences, organizing files, stocking supplies, answering phones, and managing event calendars.
• Review Banquet Event Orders and communicate all information to relevant departments in a timely manner.
• Confirm and coordinate all aspects of events including but not limited to food & beverage, timelines, room set-ups, amenities, audio-visual, rooming lists, billing, & vendors, etc.
• Manage all documents throughout the Sales Processes in the appropriate Sales System (Delphi, OnQ R&I).
• Maintain accurate records and files to provide sales history using standardized templates.
• Manage and create accounts in OnQ for group and meeting room billing.
• Post and process advance deposits to reconcile billing for client review.
• Produce a robust sales & marketing weekly report.
• Maintain up-to-date knowledge of all property offerings.
• Create group blocks, enter pick-up, release rooms at cut-off dates, and produce group resumes.
• Create reservations and take care of VIP amenities upon request, coordinating with F&B as necessary.
• Attend BEO meetings regularly.
• Assist Sales Managers with site inspections and client visits to the hotel.
• Assist managers in disseminating hotel information to clients and hotel departments.
• Maintain regular attendance as scheduled and in compliance with company standards knowing that the schedule will vary as events are booked.

Education and Experience

• High school diploma or equivalent.
• 1 year of customer service or hospitality experience.
• Prior Hilton hotel and PMS experience preferred.

Required Knowledge, Skills, and Abilities :

• Knowledge of event planning / hospitality principles and practices.
• Self-motivated individual that shows initiative.
• Excellent communication skills, both written and verbal.
• Strong customer service and problem solving skills.
• Must have excellent time management skills with the ability to prioritize and multitask.
• Must be detail oriented with excellent organizational and follow-through skills.
• Ability to approach all encounters in a professional, attentive, courteous, and service-oriented manner.
• Ability to handle sensitive material with the utmost discretion and confidentiality.
• Ability to work independently and in a team environment.

This job description is not an exclusive or exhaustive list of all job functions that an individual in this position may be asked to perform from time to time.