Event Planning Manager

Job description

Job Number 24040784
Job Category Event Management
Location Bulgari Hotel Tokyo, 2-2-1 Yaesu, Chuo-ku, Tokyo, Tokyo, Japan VIEW ON MAP
Schedule Full-Time
Located Remotely? N
Relocation? N
Position Type Management

JOB SUMMARY
Position assists the Sales Managers in the planning of groups and/or events and driving the implementation of the brand service strategy and brand initiatives. Works to meet customer needs at groups and events to assists in growing rooms and events revenues. Handles issues and conflicts that may arise during the planning and executing of groups and/or events. Conducts site inspection with customer during planning stages. Check with Operations on smooth execution of groups and events to drive customer satisfaction and maintain quality standards.

CANDIDATE PROFILE
Education and Experience
• High school diploma or GED; 2 years experience in the event management, food and beverage, sales and marketing, or related professional area.
OR
• 2-year degree from an accredited university in Hotel and Restaurant Management, Hospitality, Business Administration, or related major; 1 year experience in the event management, food and beverage, sales and marketing, or related professional area.

CORE WORK ACTIVITIES
Assisting in Managing Groups, Meetings and Events Plannings
• Collaborate and work closely with Sales Managers on handover of definite groups, meetings and events for planning stages.
• Planning of Groups with clients and create Group Resume.
• Planning of Meetings, Events with clients and create Banquet Event Orders.
• Lead the Weekly Group Meeting and Banquet Event Orders Meeting to communicate the planning to operations for execution.
• Collaborate and communicate with Rooms, Banquet, Food and Beverage, and Culinary for successful groups, meetings and events.
• Reviews scheduled groups, meetings, and events to troubleshoot potential challenges/conflicts.
• Assists in coordinating all groups, meetings and events that will impact property operations.
• Assists in the execution of brand service initiatives in groups, meetings and events management areas.
• Conducts site inspection with clients together with Sales Manager or Individually to showcase the hotel.
• Conducts meeting with clients on planning of groups, meetings and events.
• Conducts walk-through of guestrooms and banquet floor to drive client satisfaction and maintain quality standards based on Group Resume and Banquet Event Order.
• Researches and analyzes new products, pricing and services of competition.

Assisting in Budgets and Finances
• Develops working relationships with outside vendors and establishes prices and service agreements to enhance the group, meeting and event experience and to increase additional revenue opportunities for the property.
• Assists in Sales Department to achieve the groups and events budget.

Driving Exceptional Customer Service
• Creates an atmosphere in all groups and events management operations areas that meets or exceeds guest expectations.
• Consult with customers in order to determine objectives and requirements for groups, meetings and events.

MANAGEMENT COMPETENCIES
Leadership
• Professional Demeanor - Exhibiting behavioral styles that convey confidence and command respect from others; making a good first impression and representing the company in alignment with its values.
• Problem Solving and Decision Making - Identifying and understanding issues, problems, and opportunities; obtaining and comparing information from different sources to draw conclusions, develop and evaluate alternatives and solutions, solve problems, and choose a course of action.
• Adaptability - Maintaining performance level under pressure or when experiencing changes or challenges in the workplace.

Managing Execution
• Driving for Results - Setting high standards of performance for self and/or others; assuming responsibility for work objectives; initiating, focusing, and monitoring the efforts of self and/or others toward the accomplishment goals; proactively taking action and going beyond what is required
2
• Building and Contributing to Teams - Leading and participating as a member of a team to move toward the completion of common goals while fostering cohesion and collaboration among team members.

Building Relationships
• Coworker Relationships - Interacting with others in a way that builds openness, trust, and confidence in the pursuit of organizational goals and lasting relationships.
• Customer Relationships - Developing and sustaining relationships based on an understanding of customer needs and actions consistent with company values.
• Fostering Inclusion - Supporting employees with diverse styles, abilities, motivations, and/or cultural perspectives; leveraging personal differences to achieve objectives; and promoting a work environment where all employees are given the opportunity to contribute to their full potential.

Generating Talent and Organizational Capability
• Talent Management - Providing guidance and feedback to help individuals develop and strengthen skills and abilities needed to accomplish work objectives.

Learning and Applying Professional Expertise
• Technical Acumen - Understanding and utilizing professional skills and knowledge in a specific functional area to conduct and manage everyday business operations and generate innovative solutions to approach function-specific work challenges
o Group and Event Planning - The ability to connect with customers, detail events, upsell products and services, manage multiple customers at a given time, be detailed orientated, understand and have a working knowledge of catering and event management systems.
o Food Production and Presentation - Knowledge of techniques and equipment for preparing and presenting food products (both plant and animal) for consumption, including storage/handling techniques and sanitation standards. Willingness to adhere to internal company standards.
o General Event Management - The ability to have a working knowledge, understanding of polices, procedures and standards of the event management department to include, event planning, event operations and event technology for different types of events.
o Banquets - Have a working knowledge of service standards, procedures and techniques for executing banquet event orders to include banquet /meeting room set up and strike, banquet design, and banquet beverage set-up and controls.
o Group and Event Services - Have a working knowledge of standards and procedures for proper meeting room and table set-ups, various meeting room and table configurations and the set-up of staging and dance flooring.

• Basic Competencies - Fundamental competencies required for accomplishing basic work activities.
o Basic Computer Skills - Using basic computer hardware and software (e.g., personal computers, word processing software, Internet browsers, etc.).
o Mathematical Reasoning - The ability to add, subtract, multiply, or divide quickly, correctly, and in a way that allows one to solve work-related issues.
o Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
o Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
o Writing - Communicating effectively in writing as appropriate for the needs of the audience.

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.