Event Coordinator

Job Description

SITION: Event Coordinator

DEPARTMENT: Private Events

REPORTS TO: Director of Private Events

FLSA STATUS: Exempt, Full Time

ASM Global, the world's leading venue management and services company, has an immediate opening for the position of a full time Event Coordinator in Richmond, Virginia. Under direction of the Director of Private Events, the Full Time Event Manager will coordinate all aspects of catering and banquet functions to include but not limited to: food and beverage requirements, audio-visual requirements, function room set up and 3rd party rentals.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Prepares Banquet Event Orders in collaboration with the Sales team.
• Ensures all departments receive necessary information pertaining to the banquet and catering events.
• Partners with the culinary team to create customized menus to fit client’s needs as well as increase food and beverage revenues.
• Verifies that all banquet and catering events adhere to company policies, fire department regulations, state liquor laws and other applicable government regulations.
• Schedule and conducts pre-planning meetings (BEO) to include necessary departments.
• Entertains clients in a professional manner to establish closer working relationships.
• Assists the finance department in all accounting procedures related to Private Events.
• Creates and manages BEOs within the venue’s booking system. Updates BEOs for Clients based on upsells, changes, and final event details and ensures final BEOs are signed and distributed to the Operational Managers prior to the start of each event.
• Distributes BEOs which includes all food and beverage and meeting requirements to be reviewed with the Banquets, Banquet Setup and Culinary Departments in daily/weekly BEO meeting.
• Attends required meetings including staff meetings and all associated advance production meetings.
• Recommends appropriate “in-house” upsell.
• Conducts pre-conference meetings with meeting planner and all appropriate department heads.
• During catering and banquet events, will ensure the meeting arrangements are to the meeting planner’s or client’s specifications. Ensures all on-site changes are managed efficiently.
• Available to meeting planner or client during conference through phone, email, and in person to trouble shoot any questions that arise.
• Displays leadership in guest hospitality, exemplifies excellent customer service and creates a positive atmosphere for guest relations.
• Uses his/her judgment to integrate current trends in event management and event design.
• Acts as liaison between client and Director of Sales and Food and Beverage after the point of contracting, keeping constant communication with the client and ensuring all elements of the event and service are understood and executed prior to client arrival onsite.
• Demonstrates comprehensive knowledge of food and beverage preparations, fine dining, strong food and wine knowledge and sequence of service. Serves as F&B department liaison on menu availability, updates, and ensures proper service standards and equipment at the event.
• Develops strong working understanding of event production needs and capabilities and assists the Production department with all aspects needed for an event.
• Coordinate all aspects of operational set-up and break down of events (equipment needs, rental needs, and station set-up,
• Conduct Weekly BEO Meetings with F&B, Operations and Production teams to review and have a thorough understanding of all Service Order Confirmations.
• Maintain strict timelines for information exchange between the Client and the Food and Beverage department and Operations.
• Perform other duties, projects and reports as assigned by the Director of Private Events as deemed necessary to the growth of the business.

QUALIFICATIONS:

• Excellent organizational, time management, and planning skills
• Ability to motivate and foster a strong relationship with food & beverage and core venue staff
• Excellent written and verbal communication and interpersonal skills
• Strong customer service orientation
• Must be a "Self-Starter" and can work with limited supervision
• Must be able to multi-task, prioritize and meet deadlines
• Ability to interact with all levels of staff

EDUCATION AND WORK EXPERIENCE:

• Diverse background in event and food and beverage industries, primarily in large banquet facility
• Proficient in Microsoft Office platforms, as well as Adobe Creative Suite, and knowledge of Banquet Event Order (BEO) programs.
• High School diploma or equivalent required; Degree in business or related field preferred at an accredited institution preferred

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; be able to communicate effectively during a strenuous schedule. This position may require work inside or outside of the building, as needed by events.

Hours Of Work And Travel Requirements

Must be able to work extended and/or irregular hours, including nights, weekends, and holidays as needed. Travel between venues is a must.

NOTE: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position