The Event Coordinator is responsible for ensuring small to medium internal events and group functions – such as concerts, holidays, corporate retreats, family gatherings, and other private group gatherings – are executed in a flawless manner always keeping the guest’s satisfaction the number one priority. The ideal candidate is detail-oriented and highly organized, has a hospitality mindset, and possesses the skills to perform the essential job responsibilities below.
Internal Events: Events that High Hampton puts on that leisure guests book into– ex. Food & Wine events, Enrichments events, Holidays, Concerts.
Groups: Guests gathering at High Hampton for a contracted private event – ex. corporate retreat, family reunion, wedding, leisure group.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
• Manages internal events and/or groups, typically small to medium in size
• Supports Event Managers for larger programs
• Works weekends, holidays, and nights throughout the year as necessary to assist with onsite programs
• Manages all program logistics through the planning process, execution, and billing. This includes room blocks, activities, meals, meetings, special needs, tracking meeting/dining room reservations, billing and post-event reporting
• Acts as a primary contact for guest personalities, vendors, group planners, and internal department heads, both in planning and on-site
• Arranges travel, logistics, and any other necessary details for internal event personalities
• Creates resumes, rooming lists, transportation manifests, and activity lists
• Communicates program requirements and logistics to all operational staff
• Creates and sends final invoices for group billing, and provides backups for disputed items
• Executes internal events within the guidelines of the budget
• Works with Marketing and Reservations teams to drive bookings for internal events
• Crafts experiences for groups that will create a memorable program and work towards revenue goals
• Creates and maintains various reports for groups and internal events to track profitability, expenses, and revenue
Must comply with all company policies and procedures.
To perform the essential functions of this position regular and consistent attendance is required.
Must be able to work well with other Team Members and managers and interact with our guests.
EDUCATION and/or EXPERIENCE
• College degree or equivalent experience in event coordination preferred
• Hospitality industry experience is required
COMPUTER SKILLS
• Must be proficient in Microsoft Windows, Word, Excel, PowerPoint, Outlook
• Experience with Opera, Active Networks, and Open Table preferred
LANGUAGE SKILLS
Must have excellent verbal & written communication skills
Must be able to communicate effectively with guests, managers, and team members
MATHEMATICAL SKILLS
Knowledge of basic accounting principles required for reporting, statistics, and budgets
REASONING ABILITY
• Must be able to make sound business decisions in regards to sales and customer requests
• Must be able to accomplish tasks in a timely manner and manage multiple projects
PHYSICAL DEMANDS
• 80% computer and phone work at a desk
• 20% on-property management including some physical demands with movement of event décor, furniture, etc.
• Must be able to sit for long periods of time, and work extensively on the computer and phone while multi-tasking to complete daily responsibilities
• Must be able to safely operate a company vehicle or golf cart
WORK ENVIRONMENT
• General office
• May be asked to work outside in all weather conditions
