Experienced Event Operations Manager

Unclassified - New York, NY

Full-time - Mid Level

New York, NY

About the position

We are seeking a highly skilled and driven Senior Event Manager to join our dynamic team at Arva at Aman New York by F&B 575. This pivotal role involves planning, directing, and managing all aspects of event logistics and details. The Senior Event Manager will collaborate closely with clients to develop Banquet Event Orders (BEOs), manage facility arrangements, and communicate client requirements to the internal team, all while supporting the objectives of the Director of Sales & Events. The Senior Event Manager will supervise the Event Manager and coordinate with various departmental staff to ensure that organizational standards are met and that guest expectations are not only met but exceeded. In this role, you will serve as the primary contact for event clients from the moment of booking through the planning process and during the event. You will cultivate client relationships and address inquiries and concerns promptly and effectively through various communication channels. Actively engaging with clients to guarantee a seamless and enjoyable experience is essential. You will ensure that all event details are accurately recorded and updated in the event management system prior to deadlines, and collaborate with other departments to fulfill special requests for distinguished guests and clients. You will execute event procedures in alignment with the vision and standards set by the Director of Events and General Managers. This includes preparing detailed BEOs and designing floorplans tailored to the specific outlet, generating and distributing comprehensive event documentation, and assisting in the setup, breakdown, and overall execution of events. Scheduling all event rentals in a manner that aligns with hotel operations and maintaining an organized calendar of events using appropriate software is also part of your responsibilities. Effective communication with sales, culinary, and hotel management as necessary, coordinating with back-of-house staff to ensure proper food service delivery, and liaising with external vendors leading up to and during events are crucial tasks. You will oversee the collection and organization of all final payments for events in accordance with signed agreements and collaborate weekly with the accounting team to ensure that accounts receivable reports are accurate and up-to-date, addressing any discrepancies or late payments. Finally, processing event closeout checks promptly following each event is expected.

Responsibilities

• Serve as the primary contact for event clients from the moment of booking through the planning process and during the event.
• Cultivate client relationships and address inquiries and concerns promptly and effectively through various communication channels.
• Actively engage with clients to guarantee a seamless and enjoyable experience.
• Ensure that all event details are accurately recorded and updated in the event management system prior to deadlines.
• Collaborate with other departments to fulfill special requests for distinguished guests and clients.
• Execute event procedures in alignment with the vision and standards set by the Director of Events and General Managers.
• Prepare detailed BEOs and design floorplans tailored to the specific outlet.
• Generate and distribute comprehensive event documentation, including floorplans, BEOs, supervisor packets, and rental orders.
• Assist in the setup, breakdown, and overall execution of events.
• Schedule all event rentals in a manner that aligns with hotel operations.
• Maintain an organized calendar of events using appropriate software while participating in all relevant meetings and calls.
• Communicate effectively with sales, culinary, and hotel management as necessary.
• Coordinate with back-of-house staff to ensure proper food service delivery and coordination.
• Liaise with external vendors leading up to and during events, including managing deliveries and pickups.
• Oversee the collection and organization of all final payments for events in accordance with signed agreements.
• Collaborate weekly with the accounting team to ensure that accounts receivable reports are accurate and up-to-date, addressing any discrepancies or late payments.
• Process event closeout checks promptly following each event.

Requirements

• Minimum of 3 years' experience in a luxury hotel environment or a similar setting in the food and beverage industry.
• Proficiency in event management software.
• Ability to work collaboratively in a team-oriented environment to achieve the common goal of guest satisfaction.
• A positive, engaging, and energetic demeanor.
• Strong interpersonal skills with the ability to anticipate guest needs.
• Exceptional organizational skills, time management, and the ability to work independently.
• High attention to detail.
• Cultural sensitivity and awareness.
• Excellent verbal and written communication skills in English.
• Capability to manage multiple tasks in a fast-paced environment.
• Strong people skills and the ability to work under pressure with various stakeholders.
• Professional appearance in accordance with company policies.
• Physical ability to carry, push, and pull up to 30 lbs; standing, bending, and lifting may be required.
• Multilingual abilities are a plus.
• Openness to constructive feedback and ability to thrive in a team dynamic.
• Full availability for scheduling purposes.

Nice-to-haves

• Multilingual abilities are a plus.