Overview
Meetings & Administrative Coordinator Jobs in Niagara-on-the-Lake, ON at 124 on Queen Hotel & Spa
Full job description
Job Description for Meeting & Events Coordinator
Position Title:Meetings & Administrative Coordinator
Status:Full-time
Hours:40 hours/week (Varied shifts. Weekend/Evening work required as needed)
Location:Position is fully in person with work days shared between the Hotel and our nearby Corporate Head offices
Position Summary:
The Meetings & Administrative Coordinator plays an integral role in ensuring 124 on Queen Hotel & Spa meeting, conferences and other special events are well organized and executed successfully.
Reporting to the Director of Sales and working alongside the Sales Team and Food and Beverage Operations Team and the Special Events Coordinator, the Meetings & Administrative Coordinator will utilize their passion, skills, and industry experience to elevate organized events through coordination with the client, gathering and sharing information regarding individual events to appropriate Teams at the Hotel, working alongside the Chef and food and beverage team, outside vendors, being the hospitality liaison for all events and providing administrative sales support to the Director of Sales. Events include meetings, conferences, retreats, social events and special internal and external onsite events, and offsite catered events.
The ideal candidate is
· exceptionally organized
· has outstanding attention to detail
· has a passion for events and event planning
· a self starter and shows solid initiative skills
· can multi-task and be successful in a quick moving role
· has strong communication skills, with an aptitude for hospitality and excellent guest service
· believes in working collaboratively with other departments and team members
Meeting & Administrative Coordinator Duties and Responsibilities:
Serve as the main point of contact to prepare all client, internal and external, communications once a contract has been signed by the Sales Department and initial deposit processed
Create and meticulously maintain event file with up to date event timing, menu selections, dietary restrictions, a/v needs, vendor contacts, rooming lists and special requests.
Be present on event days to serve as day of hospitality contact.
Communicate with clients via phone, email, and onsite appointments to understand their needs and make appropriate recommendations or suggestions for their meeting or event.
Coordinate internally the Client’s needs with the Chef, Food & Beverage Team, Front Desk, Housekeeping, Spa, and Sales Team
Provide sales and administrative support to the Director of Sales by creating assigned proposals, estimates and contracts using templates provided
Keep all Sales Department central documents up to date and accessible for all Sales Team
Ensure compliance with health and safety regulations, as well as event policies and procedures
Manage and input rooming list of guest names for contracted room blocks and maintain inventory of blocks along with appropriate cut off dates
Accurately prepare, revise, and distribute day of timelines, floor plans, and banquet event orders (BEOs) and group itineraries to the appropriate teams and other suppliers in a timely manner
Utilize efficient sales strategies to upsell client experiences and maximize food and beverage, spa, and other Hotel revenue to the utmost potential
Attend weekly Food & Beverage and Operational meetings to report on upcoming events
Efficiently utilize Microsoft Suite, …
Title: Meetings & Administrative Coordinator
Company: 124 on Queen Hotel & Spa
Location: Niagara-on-the-Lake, ON
Category:
