EVENTS ADMINISTRATIVE LEAD

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Summary

The Hotel Events Admin Lead plays a crucial role in ensuring the smooth and efficient operation of the hotel's events department and communication to all operating departments throughout the hotel. This role involves administrative tasks, coordinating in-house meetings with all, and assisting in the planning and execution of events within the hotel. The Events Admin Lead is responsible for providing exceptional customer service and contributing to the overall success of the hotel's events.

The Lead role supports the Senior Director of Events, works with Hotel Leadership team and the Corporate Events team. The Hotel Events Admin Lead must be proficient in supporting and executing all required tasks for both Event Sales Managers and Event Planning Managers.

Key Responsibilities:

Administrative Duties:

• Maintain accurate event records, contracts, and documentation.

• Prepare and distribute event contracts

• Ensure compliance with hotel policies and procedures.

• Support to SDOE:

o Maintaining historical and upcoming group history

o Complete daily events revenue reconciliation to ensure accuracy

o Maintain annual and monthly data for mix of local & group business contribution

o Prepare month end financial reports

o Post SIP adjustments

o Assist with creating training schedules & updating training SOPs

o Manage VIP Amenity program

o Backup to SDOE for final contract & GDR approval

o Assist/support SDOE with planning VIP events

o Additional administrative tasks as needed

Customer Service:

• Provide excellent customer service to clients, event attendees, and internal clients for in-house meetings

• Anticipate and meet the needs of event guests; address inquiries and concern promptly and professionally to ensure a smooth experience.

Team Collaboration:

• Work closely with the events, sales, and banquets team to ensure seamless event execution.

• Provide training & education to new team members; create job aides as requested

• Support Sales team with group site visit F & B requests

• Manage all in-house events for the Hotel, communicating event details and needs to appropriate teams to ensure event is executed properly

Vendor Management:

• Manage Events team's group amenities needs

• Maintain ongoing vendor relationships

• Coordinate orders, deliveries, billing, and financial tracking

Events Billing Process / Financial Reporting

• Review daily events revenue tracking, research and resolve discrepancies

• Help ESM and EPMs with any billing adjustments

• Help Finance and/or Banquet team research and resolve any billing adjustments anomalies

• Provide Month end mix of business to Finance Team in a timely manner

Qualifications

• Bachelor's degree in hospitality management, business administration, or a related field (preferred).

• Proven experience in event planning, coordination, or hotel administration.

• Strong organizational and time-management skills.

• Excellent communication and interpersonal skills.

• Proficiency in Microsoft Office and event management software.

• Attention to detail and ability to multitask.

• Customer-focused attitude with a passion for delivering exceptional service.

• Knowledge of local regulations and permits related to events is a plus.

• The Hotel Events Admin Lead plays a pivotal role in ensuring that events hosted at the hotel run smoothly, exceeding guest expectations, and contributing to the overall success and reputation of the establishment. This position requires a combination of administrative, organizational, and customer service skills to excel in a dynamic and fast-paced environment.