SENIOR MANAGER, WEDDINGS & SOCIAL EVENTS

JOB KNOWLEDGE/ QUALIFICATIONS/REQUIREMENTS/EXPERIENCE/EDUCATION:

Have a working knowledge of hotel or club catering event sales contracts, service agreements/group resumes, banquet event orders and knowledge of hotel/resort/club operations and procedures. Also, a working knowledge of Jonas, JAM, Visual 1, Social Tables or other sales and catering software and a basic knowledge of audio visual equipment.

• Minimum 8 years hospitality experience in Private Club, Hotel or Resort in sales, event planning and production, and onsite event management.
• Must have exceptional organizational, time management and administrative skills as well as an acute attention to detail. Must be accountable, collaborative, and self-motivated.
• Outstanding communication skills, verbal and written.
• Must possess a leadership and collaboration style based on accountability and honesty, interest in teaching and team building, and leading by example.
• Must be an adaptable, flexible team player with an outstanding attitude and an understanding of the big picture.
• Ability to follow directions through to completion & complete tasks quickly and accurately.
• Minimum of 8 years event planning experience with a focus on wedding planning. Event coordination in a 4 or 5 diamond hotel/resort/club preferred.
• Certified Wedding Specialist/Consultant designation through Association of Bridal Consultants or other accredited organization preferred.

DUTIES AND RESPONSIBILITIES:

• Solicit, secure and respond to customer inquiries regarding the bookings of weddings and special events, food and beverage menu design, rental of event facilities and purchase of ancillary rentals and services through the club.
• Host and entertain clients, conduct property tours, promote facilities, services and draft contracts.
• Communicate with and provide direction and supervision to team members to execute catering events.
• Respond to special guest requests in a timely, friendly and efficient manner.
• Addressing all client and guest requests from the receipt of these requests to various billings that may occur after clients’ departure, involving the coordination of operations for weddings, events and special events/ groups.
• For special events/ groups and weddings: preparation of quotations, establishment of contracts, reservations with service providers and monitoring during the presence of customers.
• Contribute to effective communication allowing the team and other departments to quickly access important information.
• Monitor all billing of activities and services, responsible for ensuring accuracy in all billing prior to the client/ guest receiving the final bill and overseeing timeliness in collection of all payments received.
• Prepare all the communication elements to send to internal departments including but not limited to Site Inspection Itineraries, Catering Contracts, Diagrams, BEO’s, Event Resumes, and internal order tickets for applicable operational departments.
• Maintain, track, and analyze meaningful data about weddings, special events/ groups.
• Coordinate, organize, and execute all site visits and pre-planning meetings with clients and vendors and provide internal departments a detailed Site Itinerary so that the standards are respected during the visits.
• Coordinate execution of any daily requests of the customers from their check-in until their departure, with necessary departments: Concierge/ Guest Services, Housekeeping, Outlets, Ritz-Carlton, etc.
• Initiate Post-Event follow-up; ask for feedback from customers to judge their satisfaction and improve on any areas of opportunity.
• In partnership with the Director of Catering & Events Sales, develop wedding and special event marketing materials and packages.
• Drive and develop the profits of the department of weddings and special events/ groups, which contribute to the overall financial performance of the club.
• Execute all aspects of the planning process for each wedding or special event and oversee on-site event execution including inspecting finished arrangements to assure quality and contract has been fulfilled.
• Maximize revenues through effective negotiation of services and accurate forecasting.
• Negotiate terms and pricing of vendor partner agreements and service agreements as needed for event functions.
• Protects owner assets through contract negations with clients and monitoring potential performance damages and collecting applicable performance damages prior to client arrival.
• Maintain relationships among other community partners, vendors, members, customers, their representatives, and Reynolds Lake Oconee to ensure full participation in servicing weddings and special events/ groups.
• Monitor and assess service and satisfaction trends, evaluate and address issues and make improvements accordingly.
• Participate in trade shows, industry and community events to promote facilities and services.
• Monitor all administrative duties necessary in managing an event in its entirety including processing of vendor contracts, insurance, deposits, guarantees, cancellations, billing, final payments, etc.
• Provides guidance to Event Coordinators and Trainees if applicable.