Meetings & Events Coordinator (Seasonal)

Summary Live Your Passion. Add Your Magic. At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application. We welcome applicants with disabilities and provide reasonable accommodations as needed to our applicants. Please discuss with our hiring managers during our selection processes. Job Description The Meetings and Events Coordinator will provide support to the Meeting & Events Department by giving strategic administrative support. This role aids the Managers by completing administrative tasks in a timely, accurate, and professional manner. This role will contribute to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values. Essential Functions Very detailed and task oriented Provide general administrative support and perform the duties of other team coordinators when required. Supporting the department with time management on execution of projects Prepare accurate written correspondence including reports, Banquet Event Orders (BEO), group resumes, schedule of events, printed menus, and e-mails. Run and distribute daily, weekly, and monthly reports as required by the Meetings & Events team. Support managers by coordinating site inspections, menu tastings, pre-cons, and internal communication with operational departments. Assist with creating POs and vendor management Creation of files for each new group with copies of the contract and necessary turn-over check list, and then following group departure, the breakdown of each file and storage of necessary paperwork. Create and assist with all In-House Event requests and BEOS Communicate effectively with Banquets, Culinary, Rooms, and other operational teams to relay client needs and special requests. Assist clients in the absence of a Meetings & Events Manager, providing prompt, professional, and solution-oriented service. Oversee office stationery par levels and the necessary ordering. Qualifications Bachelor’s Degree preferred. Two years’ experience in administrative experience, preferably in a luxury hotel or resort. Ability to operate all computer equipment necessary to perform the job; knowledge of Microsoft Office, Salesforce (Delphi), and Opera Cloud preferred/is a plus. Strong time management skills: ability to multi-task, set priorities, and adjust to changing conditions. Willing to work in a fast-paced environment. Excellent communication and interpersonal skills; ability to work closely with other departments and communicate clearly and effectively with colleagues and guests. Possess basic math skills and can accurately handle billing Ability to communicate clearly and speak, read, write and understand English eloquently Ability to communicate guest needs and resolve complaints independently. Ability to act independently with minimal or no supervision. Physical Requirements Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems. Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks. Must be able to exert well-paced ability in limited space. Must be able to lift up to 15 lbs. on a regular and continuing basis. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees. Vision occurs continuously with the most common visual functions being those of near vision and depth perception. Requires manual dexterity to use and operate all necessary equipment. Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed. The pay scale for M&E Coordinator is $25.00. The pay scale is the base salary or hourly wage range, exclusive of incentive pay such as commissions, piece rates, gratuities, and the like, that Montage reasonably expects to pay for the position. In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug‑free workplace and perform pre-employment substance abuse testing. #J-18808-Ljbffr Montage International