Event Coordinator/Supervisor

Pay Rate: $25.00-$30.00 plus commission

THE ESSENTIAL JOB FUNCTIONS INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING:

Assist in the sales, detailing & execution of all in-house catered meetings and special events at Mirbeau

Rhinebeck, as contracted by the Director of Sales & Marketing. Requires a high level of internal organization &

cross-departmental communication. The ideal candidate blends efficiency, resourcefulness & an innate sense of

hospitality. Must maintain a collaborative mindset & a positive demeanor while efficiently driving results. The

key job responsibilities are as follows:

 Detailing Responsibilities:

 Meet with the DOS to review all pertinent group details & gain an understanding of the

contract

 Add group data into Agilysys software suite for property functions; Sales & Catering (BEOs &

Room Blocks), Versa (Individual Hotel Reservations), Reserve (Restaurant Reservations) & Spa

(Services & Fitness).

 Communicate final guest rooming list information to our off-site Reservations Management

team at least 30 days in advance.

 Schedule & lead client detail meeting at least 30 days prior to arrival to build group BEOs

based on the specific event needs & exact program itinerary

 Create detailed banquet event orders for each function including; event menu, guest allergies,

event timeline, table setting notes & floor plans; create a complete event folio for event

execution by banquet staff

 Receive BEO sign-off from client at least 14 days in advance to confirm final guest count for

    billing

  Prepare & send group resumes to all hotel departments; communicate key facts & timelines in weekly & daily meetings; provide advance notice for special services.

•  Prepare BEO packets & lead weekly BEO Meetings for the F&B team; review buffet equipment plans, place orders for wine, beer, cocktails, establish food OTD times, outline day-of contact & execution plans for each event
•  Maintain an accurate & current BEO whiteboard in F&B office at all times; notify team of changes/revision to BEOs via email within 14 days of the event
•  Design & print menus & hotel signage for events, as needed
•  Coordinate furniture movement, AV supplies & room sets with Facilities; provide floor plans
•  Coordinate pressing & dressing banquet table linens with Housekeeping; maintain accurate inventory & outline appropriate first floor cleaning times during functions
•  Work alongside Director of Sales & Marketing and Executive Chef to ensure catering menus stay current, relevant & comparable to the market; make suggestions & offer guest feedback on specific menus; tailor group menus to meet the guest needs; ensure event pricing stays congruent with hotel standards; receive approvals for any & all pricing reductions
• Execution Responsibilities:
•  Manage catering equipment inventory including tables, chairs, linens, plates, glasses, silverware & buffet equipment for events up to 50 guests. Ensure proper storage and maintenance of banquet equipment to minimize expenditures. Order necessary banquet wares for events under the direction of the Director of Sales & Executive Chef. Maintain property condition for all meeting room spaces & banquet storage facilities in conjunction with Facilities & Housekeeping. 
•  Provide day-of oversight of event execution & cross-departmental support
•  Hire, train and schedule a team of part-time banquet staff for events.
•  Greet clients upon arrival to the property alongside the Director of Sales to provide a warm welcome
•  Serve as a liaison between the F&B Team & the Client to ensure a high level of hospitality & streamline communication for day-of event timelines
•  Work alongside the Executive Chef & guide event service through the entree course. o Introduce the client to their closing Event Captain, when pertinent. Guide & support the Event Captain through crucial points of service, as needed. Provide extra hospitality for the group contact & any VIPs.
•  Arrange complimentary room amenities for VIPs on behalf of the Director of Sales; coordinate room drops for groups internally with Front Desk & Housekeeping.
•  Coordinate vendor load-in & load-out for all events in advance & serve as main point of contact for external parties on the date of the event
•  Lead a banquet staff line-up on the Day of the Event to review menu, timeline, pertinent room set up notes, job duties during the event & specific notes for event service
•  Participate in an event debrief with the Director of Sales & Client after the event to receive feedback, highlight successes, note areas for improvement, outline final billing adjustments QUALIFICATIONS AND EDUCATION REQUIREMENTS
•  At least 2 years prior experience in catering & events

• QUALIFICATIONS AND EDUCATION REQUIREMENTS

•  At least 2 years prior experience in catering & events o Experience in the Food & Beverage industry

•  Front desk & Managerial experience are preferred

•  Ability to work a flexible schedule to inc. mornings, evenings, weekend

• PREFERRED SKILLS

•  Thrive in a fast-paced, dynamic position; ability to work on multiple concurrent projects

•  A passion for food and beverage; the desire to learn about our menu, ingredients, method of preparation & proper service etiquette

   Excellent people & communication skills

•  Ability to promote teamwork and foster a harmonious working environment

•  Ensure the proper care, security and maintenance of banquet equipment through proper supervision and service personnel

•  Knowledge of banquet supplies, equipment, and/or services ordering and inventory control

•  Ability to maintain discretion and confidentiality of all guests and pertinent Mirbeau Inn & Spa information

•  Ability to be a clear thinker, analyze and resolve problems exercising good judgment

•  A keen eye for detail o Ability to remain calm and courteous in demanding and difficult situations

•  Ability to perform basic mathematical computations

•  Adept with CRM software, Outlook email & Microsoft Suite

• ADDITIONAL NOTES

•  Anticipated weekly schedule 3-4 days per week. Exact days & hours are flexible; schedule is written by Director of Sales based on event schedule. PTO accrual, sick time & benefits. o Must have the physical capability to lift 25lbs.

•  This position requires the regular use of a POS computer, printer, photocopier, telephone, fax machine, scanner, calculator

• Computer Software:

• Agilysis CRM, CVENT, Microsoft Outlook, Word, PowerPoint, and Excel

• BENEFITS ·

• HEALTH INSURANCE & HEALTH SAVINGS ACCOUNT · PAID TIME OFF · VISION INSURANCE · DENTAL INSURANCE · PAID HOLIDAYS · HOTEL & SPA DISCOUNTS · EMPLOYEE ASSISTANCE PROGRAM · OPPORTUNITIES FOR ADVANCEMENT