Experiences Coordinator

Job Description

Job Description

Company Description

The Vanderbilt, Auberge Collection is a former mansion-turned-storied 33-room luxury resort located in downtown Newport. Originally built in 1908 by scion Alfred Gwynne Vanderbilt, the property is the coastal city’s social hub and a vibrant, historic gem waiting to be explored. Brimming with alluring eccentricities, the mansion has been meticulously restored to its glory, boasting elegant fireplaces and museum-quality artwork in the welcoming lobby entrance, Mezzanine and Parlor Room. Dining options include The Dining Room at the Vanderbilt, which features a forward-thinking menu of coastal New England classics, The Living Room, offering light bites and bar favorites, and The Conservatory, where guests can dine indoors as well as outdoors on the Garden Terrace. Guests can also enjoy evening drinks at the popular rooftop bar, The Roof Deck, which offers sweeping views of Newport Harbor. The Vanderbilt presents a spa and fitness center with indoor and outdoor pools, as well as a variety of local experiences, such as sailing journeys on the Newport coast, private culinary classes, and more.    

For more information: auberge.com/vanderbilt/

Follow The Vanderbilt on Facebook and Instagram @VanderbiltAuberge

Job Description

About the Role:

Join the Experiences team as a full-time Experiences Coordinator and become one of the authors of our story. The Experiences Coordinator is responsible for setup, execution and follow-through of various experiences, events, programs and food & beverage initiatives at The Vanderbilt. They are someone who is hyper organized and efficient, while having the ability to speak and work with our guests and members to ensure they have a memorable experience. You will play a key role in operations and be cross-trained to assist in every department and aspect of the hotel. This is a wonderful opportunity for a curious and active person to join the exciting world of hospitality and experiences.

The Experiences Coordinator role works on projects that range across culinary, design, wellness, fashion, the arts and music. The Director of Experiences will coach the coordinator to hone their project management skills and to develop a keen eye and strategic, critical approach as it relates to experiences and touchpoints that drive the property’s brand pillars and positioning.

This is a full-time, on property position and will require work on some weekends and holidays.

Core Responsibilities: On Property

• Internal Communications & Training
• Annual Programming and Activities Management & Execution
• Experience Event Planning & Execution
• Experience Sales, Guest Relations & Personalization
• Vendor/Local Partner Relationships
• Admin: Google Suite, Alice, Opera, Revinate, Delphi

Responsibilities:

• Manage annual programming calendar
  • Major holiday programs, one-off events and working with Ops team to secure buy-in and flesh out
• Organize and plan weekly activities, special events and holiday programs, including setting up and hosting certain activations
  • Ex. Trunk Shows, Easter Egg Hunt, Halloween party
  • Audit
• Engage with guests in an effort to promote and sell activities, help build out itineraries and drive personalization through amenities, surprises and delights
  • Help ideate and execute special amenities
  • Ensure public spaces and touchpoints are on-brand and maintaining standards 
  • Help Concierge team build out custom itineraries
  • Support Events and Sales team with group experiences and itineraries
• Communicate with team members on upcoming experiences or events
  • Work with Front Office to ensure team is trained on booking and billing processes for all experiences and events
  • Maintain cooperative relationships and open lines of communication with leaders of other departments throughout the hotel to ensure successful promotion and execution
• Manage experiences, events, amenity and food & beverage related OS&E
  • Manage sourcing, purchasing, organization, storage, invoices and trade accounts with vendors
• Manage internal training documents for experiences and events:
  • Manage SOPs and BEOs (with Events team), including trial setups and photo documentation for training purposes
  • Update and manage brand decks
• Gather and organize metrics on experiences and programming: bookings, guest feedback, revenue 
  • Work with Finance team to ensure all revenue is reflected by EOM
• Manage local vendor relationships and communication
  • Invoices, reconcile missed or incorrect charges, track and organize contracts
  • Manage seasonal quality of experiences and audit billing
• Liaise with marketing on experience-related touchpoints and channels:
  • Programming calendar, collateral and signage
  • Fact checking website
  • Supporting with Alice texts and guest comms relating to experiences

Qualifications

• A willingness to roll up your sleeves to complete tasks in a timely, accurate, and efficient manner
• Adaptability, strong organization and time management skills
• The ability to think proactively and multi-task, juggling projects that take place 1, 3, and 6 months out simultaneously
• A creative project manager and problem solver
• A passion for visual excellence and brand consistency
• Clear and strong communication, working comfortably with all departments of the hotel as the representative for the Experiences department on the property level
• Detail-oriented with a desire to present at the highest standard
• Independent worker who can be a leader and assistant to the experiences team
• A positive demeanor and a sense of adventure who regularly enjoys outdoor, wellness, culinary and design-related activities
• Proficiency with Google Suite programs, needs to learn proprietary programs like Delphi, Opera, Alice
• Experience with planning, events and F&B operations is ideal

Additional Information

About Auberge Collection
Auberge Collection is a portfolio of extraordinary hotels, resorts, residences and private clubs. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine, innovative wellbeing, and gracious yet unobtrusive service. With 30 one-of-a-kind hotels, resorts, and residences, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations.

For more information: auberge.com

Connect with Auberge Collection on Instagram, TikTok, Facebook, and LinkedIn @Auberge and #AlwaysAuberge

About Friedkin
Friedkin is a privately held family of global brands spanning automotive, entertainment, hospitality, investments, and sports.

Founded in 1969 and headquartered in Houston, Texas, the company is led by Chief Executive Dan Friedkin, and united by a mission to build breakthrough brands that redefine the status quo.

The Friedkin portfolio includes Gulf States Toyota, 30WEST, Accelerated Solutions Group, AS Roma, Ascent Automotive Group, Auberge Collection, Congaree, Copilot Capital, Diamond Creek, Everton Football Club, GSFSGroup, Imperative Entertainment, Legendary Expeditions, NEON, Northside Lexus, Pursuit Sports, The Friedkin Group International, USAL and Westside Lexus.

For more information, please visit

Vanderbilt Hotel LLC is an Equal Opportunity Employer, M/F/D/V. Vanderbilt Hotel LLC provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Vanderbilt Hotel LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.