Meeting & Events Coordinator, Non-Exempt

The Monterey Plaza Hotel & Spa is a luxury property within the Woodside Hotel Group collection. This 282-room property has four penthouse suites, over 30,000 square feet of meeting space. We are seeking a Meetings & Events Manager to join our award‑winning team. The Meetings & Events Manager is responsible for the management of group business after booking by the Sales department; generally, for groups with more than twenty‑one (21) sleeping rooms. They will also respond to telephone and online requests for bookings and service of social events and weddings. These responsibilities include client development to ensure profitable events and functions, repeat and referred business. Accordingly, they upsell menus, suggest décor, floral, spa treatments, entertainment, and other enhancements to achieve their sales and guest satisfaction goals. They are a liaison between the hotel’s business interests, hotel personnel, and the group client. The Meetings & Events Manager represents the Monterey Plaza Hotel & Spa in a manner that enhances the reputation of the hotel within their market segment, the local community, and within the industry.

ESSENTIAL FUNCTIONS

Executes their market segment’s business plan utilizing hotel assets. Manages client relations, upsells, and represents the hotel and market segment according to luxury property and Monterey Plaza Hotel & Spa standards. Ensures profitable contracts are implemented on behalf of the hotel by regularly reviewing banquet event order details, attending pre‑conference and other planning meetings, addressing required food and beverage contribution. Strategies to achieve or exceed their budgeted market segment goals quarterly. Regularly meets with the Director of Meetings & Events to evaluate client development efforts and strategize how to maximize spend. Maximizes sales and service by guiding clients through the finer details of events planning; suggests appropriate room sets, décor, floral, linens, and audio‑visual requirements, and menus, spa experience, and other hotel services. Upsells food and beverage. Responsible for guest relations as it pertains to their market segment, which includes development of both prospective and existing business. Conducts site inspections with a guided tour offering detailed descriptions of services offered for potential and definite business by either a pre‑arrangement or walk‑in basis. Contacts clients to complete the resume questionnaires, review hotel policies and procedures, and finalize their banquet event order including completing special arrangements such as golf tee times, spouse tours, spa treatments, and restaurant reservations. Ensures client’s deposits are received. Confirms completed rooming lists, special arrangements, amenity requests, and menus and distributes all information as required. Creates, writes, proofs, and distributes banquet contracts, banquet event and change orders, room diagrams, and conference resumes. Processes accurate and timely information throughout the hotel as it pertains to their market accounts, performance results and future business. Ensures all on a need‑to‑know basis are appropriately informed in a timely manner. Completes all reports in a timely and conscientious manner as required or upon request. Ensures Banquets billing information is relayed to Accounts Receivable in a manner that is both accurate and timely. Gives direction to the Banquet Captains to ensure the efficiencies of their respective positions are met as it relates to meeting and exceeding service expectations. Responsible to check banquet room set‑ups against banquet event order specifications. Acts as the client liaison with the banquets operational team to ensure functions run smoothly and according to the client’s expectations. Introduces client to the Banquet Captains to ensure the efficiencies of their respective positions are met as it relates to meeting and exceeding the guest’s expectations. Initiates consistent relevant communication with the Banquet Captains, Banquet Sous Chef, the senior Food & Beverage and Rooms management teams in addition to the senior Sales management team with respect to associate performance, client needs, sales efforts, and results. Attends weekly Meetings & Events, Department Head, and Sales & Marketing meetings. Represents the hotel at pre‑cons, site visits, trade shows, and other meetings as necessary or as directed. Works cooperatively and in coordination with all other hotel departments and third‑parties to deliver exceptional guest service to a luxury property standard. Observes all safety protocols and holds others accountable to hotel and departmental safety standards and procedures. Completes other duties and special projects as assigned.

ADDITIONAL RESPONSIBILTIIES

Attends post‑conference meetings when possible and records client preferences and send thank you notes to the client. Ensures a thank you is emailed along with an evaluation survey. Ensures key details have been arranged according to banquet event order specifications and will meet or exceed guest expectations. Introduces key guest contacts and meeting planners personally to the operational team responsible for their function. Acts as an on‑site liaison for clients. Due to the nature of the hospitality industry, they will be required to work a flexible schedule that meets business demands. While the schedule will primarily be Monday through Friday, the schedule may include weekend or holiday shifts.

TRAVEL

This position may travel occasionally for sales blitzes; trade shows or for departmental meetings. Any required travel is primarily local during the business day. Some out‑of‑area travel may be required and must be pre‑approved by the Director of Meetings & Events.

QUALIFICATIONS

Must have previous or current sales experience and computer experience. Long hours sometimes required. Good time management skills, the ability to build rapport, upsell, negotiate and close business is critical. Working knowledge of Amadeus/Delphi (Salesforce) and MS Office programs, such as Excel, Word, and Outlook is also needed. Ability to type a minimum of 50 words per minute, proofreading skills. Must be able to communicate with all departments effectively and efficiently. Ability to work independently and have good time management skills. Ability to work a flexible schedule, including evenings, weekends and holidays, is required. Must have high degree of attention to detail, organizational skills, excellent communication skills (both oral and written). Strong leadership capabilities and the ability to build client relationships with internal and external customers. The position requires a high level of professionalism.

REQUIRED EDUCATION AND EXPERIENCE

High School diploma or GED needed. Two to four‑year college undergraduate degree is preferred or the equivalent in work experience. Previous convention services, sales or catering experience is preferred. Hotel experience is strongly 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 stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stoop, kneel, crouch, or crawl and taste or smell. The employee is occasionally required to sit. The employee must regularly lift and/or move up to 25 pounds and frequently lift and/or move up to 50 pounds. While performing the duties of this job, the employee is frequently exposed to outside weather conditions and extreme cold. The employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, and toxic or caustic chemicals.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position operates in varied environments, which may include home office, client offices, various modes of transportation, hotel and conference trade shows, and site visits. They will routinely use standard office equipment such as computers, phones, photocopiers, and filing cabinets. The position requires traveling to and from businesses resulting in prolonged sitting in a car, airport or plane, or in an office. While performing the duties of this job, the employee is frequently exposed to outside weather conditions and extreme cold. The employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, and toxic or caustic chemicals. The noise level in the work environment is usually moderate.

PAY SCALE

The pay scale for this position is $36.58 per hour and bonus eligible. This is the pay rate for this position that the Hotel reasonably expects to pay. Monterey Plaza Hotel and Spa is an equal employment opportunity employer. Company policy prohibits unlawful discrimination based on race, color, national origin, ancestry, ethnicity, religion (including religious dress and grooming), sex, gender, sexual orientation, gender identity (including gender‑related appearance and behavior), partnership status, pregnancy (childbirth, breastfeeding, or related medical condition), age, physical or mental disability, medical condition, military or veteran status, status as a victim of domestic violence, sexual assault, or stalking, genetic information, marital status, ethnicity, alienage, citizenship status or any other protected classification, in accordance with applicable federal, state, and local laws. Consistent with the American’s With Disabilities Act, applicants may request accommodation needed to complete the application process. Please contact the People and Culture Department if you have any questions regarding this policy. #J-18808-Ljbffr Monterey Plaza Hotel & Spa