Special Events Manager

Overview: To serve as the primary contact for all special events as designated by the resort to enhance the guest experience and drive occupancy and revenue during pre-event planning to on-site coordination.  Duties include maintaining all programming and event space requirements, specialty menus, vendor contracts, billing requirements, and on-site coordination.    Responsibilities: Work directly with various resort departments on all aspects of event food & beverage, room block, activities and billing. Secure sponsorships for events to help defer costs and expand offerings Assist marketing team in making sure events are planned and detailed in advance (90 days) so they can be marketed appropriately Have thorough knowledge of resort facility, meeting room capacities and equipment inventory Have full knowledge of resort amenities to include spa, golf, and outdoor activities Maintain organized and detailed files for servicing Create detailed Event Orders and Program Resumes for both internal distribution Maintain event budget and process all necessary check requests with accounting to confirm all deposits are paid on schedule. Review final billing for accuracy Attend regular departmental and resort meetings Work on special projects when assigned Maintain warm hospitable resort relations Planning of all assigned programs to include: Detail and develop event programming with DOSM, DOM, and DOCCS Work directly with F&B and DOCCS to design menus and events Confirm and establish all billing including vendor contracts and check requests On-site service of all assigned programs to include: Acting as primary contact for resort and vendors throughout the event Monitoring banquet set-up to ensure compliance of standards and that all details on Event Orders are executed Direct changes or facilitate additional requests through the proper departments Create calendar of events and communicate programming details with DOCCS and DOSM. This allows marketing and reservations to promote events to resort guests  Work directly with the Marketing Department to develop Special Event programs. Keep files updated with important reference material (vendor contracts, check requests, resumes, diagrams, group recap, outlet usage, activity usage, etc.) Confirm programs and communicate event details effectively among resort departments as well as external vendors and clients by using group resume, staff planner, and banquet event order Work closely alongside various resort departments to ensure their understanding of event needs and the role each department plays in the success of the event Confirm function space in Delphi to ensure accuracy compared to group program Check Opera / OPMS to ensure that vendor room arrangements and billing are accurate At conclusion of event, review final bill with accounting Recommend and coordinate special outside vendors/services when required Perform other duties as assigned   Qualifications: College Degree or relative work experience preferred 3 – 5 years hospitality experience preferred Proven self-starter (assertive) Excellent communication skills (both oral and written) Computer skills (Word, Excel, etc) Specific skills preferred – Delphi FDC, Resort Suite Strong guest service orientation Stellar organizational skills Decision maker and problem solver Level-headed with common sense Extremely flexible and willing to work required hours Detail oriented Team oriented – ability to work with all departments in the resort Effective sales and up-selling skills Must have a valid drivers license