Special Events Director

Since 1947, The Colony Palm Beach has been the center of Palm Beach social life hosting-- U.S. Presidents, European Royalty and welcoming travelers from around the world. Be part of a historic, luxury boutique hotel exhibiting polished charm and ambiance only steps away from world-famous shopping and dining on Worth Avenue and the crystal blue waters of the Atlantic Ocean.

For more information visit http://thecolonypalmbeach.com

JOB OVERVIEW:

Performs all administrative and service functions as necessary to support the Meetings & Special Events department. Responsible for all events over 75 people including Weddings, charity events, local and hotel sponsored events.

ESSENTIAL JOB FUNCTIONS:

• Answer phones and emails,
• Respond to inquiries for events and functions, effectively and professionally provide information to clients about the property,
• Provide information to clients on various options for food & beverage, services, set-up, rooms, venues, and vendors,
• Responsible for creating, updating, detailing, and distributing Banquet Event Orders (BEOs)
• Process catering orders and send menus to clients,
• Coordinate tastings to demonstrate execution of client food and preparation requests,
• Contact clients to coordinate menus and event details, assist with scheduling vendors, room blocks,
• Distribute BEOs and group documents to all departments and hold BEO meeting weekly for all departments
• Perform as client contact for events at the start of each event, greet Clients and introduce to Banquet Manager & Captains
• Up sell Food & Beverage and event services to Clients
• Coordinate with Executive chef and banquet chef in planning event menus
• Establish and maintain a positive, professional relationship with clients through effective, accurate, timely, and reliable communication and action,
• Serve as a liaison between various departments to coordinate event/function details, work with all departments to ensure all catering and food requests are handled properly and thoroughly,
• Assist with confirming setup, seating, floorplans, and staffing requirements,
• Communicate effectively with the Banquet Manager/Captain to support guest experience and satisfaction,
• Knowledge of sales skills, revenue management, training, and motivation of peers.
• Assist the Captain/Banquet Manager in overseeing events onsite to include supervising set up & staff to ensure a successful execution and that excellent guest service is provided,
• Responsible for the planning, detailing, and servicing internal hotel events such as Colony sponsored events
• Review previous day events for billing accuracy and guest signature, track revenue
• Provide guest service for all aspects of the business,
• Create and maintain catering and sales files with notes and correspondence for all events
• Participate in post event assessment meetings,
• Responsible for all billing
• Ensure security, integrity, and confidentiality of data,
• Maintain a safe and secure working environment,
• Perform other duties as assigned
• Perform office and administrative duties to assist Special Events department.

STANDARD SPECIFICATIONS:

Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or member/guests.

Qualifications;

• Education: Bachelor’s degree in Event Management, Hospitality, Business Administration, or a related field.
• Experience: Proven experience (typically 3-5 years) in event planning and management, with a strong track record of successful events.
• Must possess a positive and upbeat personality with a desire to deliver outstanding service to guests.
• Ability to multi-task, be detail-oriented, and be able to solve problems to effectively deal with internal and external guests.
• Working knowledge of current property management system, Delphi, Zingle, Synergy, Outlook, Excel, and strong, functional computer skills.
• Working knowledge of all hotel departments.
• Complete understanding of both Front of House and Back of House operations within the Food & beverage operation
• Ability to communicate in English with guests/visitors, management, and co-workers clearly and to their understanding. Multi-lingual capability is a benefit to the role.
• Ability to provide clear and concise written communication.
• Excellent guest service skills.
• Strong leadership skills.
• Ability to work flexible schedules to include weekends, evenings, and holidays.
• Ability to maintain calm and resolve problems in a busy environment.
• Ability to maintain discretion and confidentiality of all guests and pertinent hotel information.
• Ability to work without direct supervision and think freely to develop own ideas.
• Ability to work cohesively with other individuals and departments as part of a team.
• Ability to hire, train, nurture, and develop staff.

Skills:

• Excellent organizational and project management skills.
• Strong communication and interpersonal skills.
• Proficiency in event management software and tools.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Strong negotiation and problem-solving abilities.
• Certifications: Professional certification in event management (e.g., Certified Meeting Professional (CMP)) is a plus.
• Sits, stands, bends, lifts, and moves intermittently during working hours.
• Interacts professionally with guests, vendors, internal staff, etc., under all conditions and circumstances.
• Must be able to handle extreme outdoor temperatures and working condition.
• Must be constantly alert for guest’s safety and comfort.
• Must be able to lift, push, pull 50 pounds.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Day shift
• Evening shift
• Monday to Friday
• Weekends/Holidays as needed

Experience:

• Events management: 2 years (Required)
• Customer service: 2 years (Required)

Ability to Commute:

• Palm Beach, FL 33480 (Required)

Ability to Relocate:

• Palm Beach, FL 33480: Relocate before starting work (Required)

Work Location: In person