Event Planning Coordinator

Job description

Organization Description

Developed in partnership with jeweler and luxury products designer Bvlgari, our select Bvlgari Hotels & Resorts are located in major cosmopolitan cities and luxury resort destinations. Join our team and help deliver the excitement, timeless glamour and heritage of the Bvlgari brand. 

Job Description

Position Summary

Perform event planning and services for groups and events management (e.g., groups planning, events planning) and general office duties to support Sales & Marketing (e.g., filing, sending emails, typing, faxing, copying). Prepare event planning and services-related documents throughout the sales and events process (e.g., group resume, banquet event orders). Promote awareness of brand image internally and externally. Gather materials and assemble information. Use sales techniques that maximize revenue while maintaining existing guest loyalty. Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales and events process. Answer guest questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants, special events). Serve as the point of contact for meeting planners/guests/clients and communicate with them by phone, email and meeting to respond to questions and requests. 

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets. Welcome and acknowledge all guests according to company standards; anticipate and address guests’ service needs; thank guests with genuine appreciation. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Comply with quality assurance expectations and standards. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

 

  Policies and Procedures

·  Maintain confidentiality of proprietary materials and information.
·  Protect the privacy and security of guests and coworkers.
·  Follow company and department policies and procedures.
·  Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
·  Perform other reasonable job duties as requested by Supervisors.

Guest Relations

·  Address guests' service needs in a professional, positive, and timely manner.
·  Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
·  Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response, LEAP) to resolve issues, delight, and build trust.
·  Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.
·  Thank guests with genuine appreciation and provide a fond farewell.
·  Engage guests in conversation regarding their stay, property services, and area attractions/offerings.

Communication

·  Speak to guests and co-workers using clear, appropriate and professional language.
·  Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
·  Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
·  Talk with and listen to other employees to effectively exchange information.

Working with Others

·  Support all co-workers and treat them with dignity and respect.
·  Develop and maintain positive and productive working relationships with other employees and departments.
·  Partner with and assist others to promote an environment of teamwork and achieve common goals.

Physical Tasks

·  Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Event Planning and Sales Services

·  Perform general office duties to support Sales & Marketing in Groups and Events Management (e.g., planning, organizing, group resume, banquet event order, communication with guests and vendors, filing, sending emails, typing, sending outgoing faxes, delivering incoming faxes, copying, opening or distributing mail).

CRITICAL COMPETENCI

Analytical Skills

·  Computer Skills
·  Learning

Interpersonal Skills

·  Team Work
·  Interpersonal Skills
·  Customer Service Orientation
·  Diversity Relations

Communications

·  Japanese and English Language Proficiency
·  Communication
·  Listening
·  Telephone Etiquette Skills
·  Writing
·  Applied Reading

Personal Attributes

·  Dependability
·  Integrity
·  Positive Demeanor
·  Presentation
·  Initiative

Organization

·  Detail Orientation
·  Time Management
·  Multi-Tasking
·  Planning and Organizing

 

 

PREFERRED QUALIFICATIONS

 

Education

High school diploma/G.E.D. equivalent

Related Work Experience

At least 1 year of related work experience or hotel experience 

Supervisory Experience

No supervisory experience is required

 

Developed in partnership with jeweler and luxury products designer Bulgari, our select Bulgari Hotels & Resorts are located in major cosmopolitan cities and luxury resort destinations. Join our team and help deliver the excitement, timeless glamour and heritage of the Bulgari brand. In joining Bulgari Hotels & Resorts, you join a portfolio of brands with Marriott International. Be where you can do your best work,​ begin your purpose, belong to an amazing global​ team, and become the best version of you.