Event Manager

$70,000 - $90,000/Yr

Unclassified - Aliso Viejo, CA

Full-time - Mid Level

Aliso Viejo, CA

About the position

The Event Manager at Renaissance ClubSport is responsible for achieving monthly banquets and catering sales goals while ensuring that all events are executed flawlessly. This role requires a strong focus on customer service, attention to detail, and adherence to standard operating procedures and policies. The Event Manager will service all banquet functions, whether booked by group rooms or catering, and will play a crucial role in laying the foundation for customer loyalty through consistently high levels of service. The Event Manager will report directly to the Hotel General Manager and will be expected to maintain a personable and friendly demeanor while obsessing over customer service. Strong communication and organizational skills are essential, as the role involves handling multiple tasks simultaneously. The Event Manager will utilize various computer skills, including word processing, spreadsheets, and property management systems, to manage event details effectively. Key responsibilities include contacting clients within 72 hours of event turnover, detailing Banquet Event Orders (BEOs), upgrading catering menus, and ensuring proper billing and payment methods are secured. The Event Manager will also be responsible for finalizing rooming lists, conducting site inspections, and maintaining a high level of customer satisfaction throughout the event planning process. Additionally, the role involves collaborating closely with the Culinary Team, Event Operations, and the Director of Food and Beverage to ensure seamless event execution.

Responsibilities

• Contact client within 72 hours of event turnover from Sales or Catering
• Detail BEO's and send to client for signature
• Upgrade and up-sell catering menus
• Utilize corporate event planning packages and spa packages
• Be aware of the forecast and budget, and where we need to fill holes; be profit minded
• Finalize rooming list and guarantees
• Ensure proper credit for direct billing; secure a method of payment
• Process rooming list; complete all changes and cancellations for groups; prepare group guest lists prior to arrival and release rooms as necessary
• Ensure all agreements or contracts are correct and distributed to all appropriate parties
• Identify and fill client needs for event space, audio visual and catering
• Contact client 72 hours prior to event to confirm arrangements and obtain final guarantees
• Inspect operations daily
• Maintain a high level of customer satisfaction and quality standards
• Conduct site inspections for prospective customers
• Contact client within 24 hours of event for feedback and to thank them for their business
• Send client thank you letter with meeting planner survey
• Hold file for 30 days or until billing is finalized
• Process all travel agent commission check requests for all group room blocks
• Be familiar with honored guest and Marquis procedures if applicable
• Have knowledge of advance deposits procedures, posting checks in PMS prior to group arrival
• Maintain a close working relationship with Culinary Team, Event Operations, Director of Food and Beverage, and Revenue Management
• Identify and recommend new ideas, methods, and markets
• Other responsibilities or projects as assigned by the Hotel General Manager

Requirements

• Experience in event management or a related field
• Strong customer service skills
• Excellent communication and organizational skills
• Ability to handle multiple tasks simultaneously
• Proficiency in computer skills including word processing, spreadsheets, PMS, MARSHA, SFA, and Delphi
• Attention to detail and commitment to quality
• Professionalism and responsibility