Events & Programming Coordinator

Summary

The ideal candidate will be experienced in handling administrative tasks in a high-volume team. A highly motivated and proactive team player with an interest and passion for all facets of events. This person must be exceedingly well organized, flexible, and enjoy the challenges that come with a large resort property.

Must have the ability to interact with staff (at all levels), guests, Club members, and clients in a fast-paced environment, sometimes under pressure, while remaining resourceful and efficient, with a high level of professionalism.

Expert-level written and verbal communication skills in English, strong decision-making ability and attention to detail are critically important to this position.

Essential Functions

Job duties include, although are not limited to:

Facilitates, coordinates, and collaborates with the Resort Events and Programming team on the planning related to the monthly Resort activity schedule for members and guests.

Support all events and programming director and managers’ daily administrative needs and represent the department internally and externally with positive interactions.

Administrative tasks to include but are not limited to, creating and managing customer event lists, creating banquet event orders in Salesforce Delphi bookings as well as merging and distributing the weekly BEO distribution and updating “The Current” on a weekly basis. Own process of invoices in BirchStreet, and communicate with Accounting to ensure payment follow-through. Work within Teams Drive and DropBox to ensure image gallery and video gallery organization. It is critical that a significant amount of detail is exercised into each task so that the Resort can best serve its customers in a luxury environment. All communications and tasks should be completed to the highest level of detail and professionalism, including luxury language with polished written and verbal communications.

Answer and filter all incoming phone calls into the resort events and programming department with a warm, personalized greeting. Ensure accurate notes and follow-up communications are efficiently tracked and shared to provide the highest level of service internally and externally. Assess all emails that are sent to #Activities, and distribute to appropriate team member to ensure follow-through.

• Take ownership of responsibilities and tasks and be accountable for all actions and interactions.
• Assist as needed in all resort events and programming events as directed.
• Assist managers with the day-to-day operations of the department including site/vendor visits, day of coordination and involvement, calendar appointments, reservations, etc.
• Process and distribute all invoices and PO’s for the department.
• Compile, itemize and assist to ensure accuracy of all manager expense reports in reporting tool/systems, including working within Concur.
• Support directors and managers in the booking of travel arrangements for business trips and activities as necessary.
• Ensure the physical office environment is neat and always organized. Assist with office supply ordering and efficiency of all office tools daily so that daily operations run smoothly.
• Assist team with HR-related functions as needed, including PAF forms. Develop a two-week onboarding schedule for new team hires, and assist in their start-up needs, including working with IT.
• Create positive relationships with other departments Support managers and leadership with organizing office events, meetings, etc. in the most hospitable way.
• Adhere to all SOPs for department and Resort.
• Remain flexible in a demanding, events focused environment. Welcome new tasks, training and responsibilities as assigned.
• Be a positive contributor to the daily team environment and success of the marketing team and Resort’s financial objectives.
• Proficient at all Microsoft Office applications
• Support team with the annual special events and holiday calendar which is to be completed by October of each year for the following year.
• Coordinates with all departments to ensure that the annual schedule of special events are seamlessly delivered to our guests/members via members website and ticketing website.
• Responsible for ticketing for all events as well as coordinating with “GEMS”, guest/member check-in at all events and activities.
• Responsible for maintaining financial and program records relating to Resort events, programs, etc.
• Attend company training as required.
• Acts as a liaison between marketing and events on programming
• Manages digital signage for events
• Must be available to work evening, weekend, and holidays as needed.

Internal Relationships

Reports to the Director of Resort Events & Programming. Works closely with managers and other administrative support staff, as well as various members of the resort leadership and operations team.

External Relationships

Has regular contact with the guest and members of The Boca Raton. Maintains appropriate relationships with these and other constituencies to enhance the image of the Company and the attainment of its objectives.

Qualifications

• Skill in organizing resources and establishing priorities.
• Ability to handle multiple, simultaneous, and complex tasks and projects effectively and efficiently.
• Information research, analysis, and evaluation skills.
• Basic hotel product knowledge, i.e. staffing, operations, safety, security, terminology, and hotel policies
• Basic knowledge of the hotel structure/layout and how all departments interact
• Quantitative processing of data via office machine equipment, mathematical computations, and analytical skills necessary to accurately determine and communicate financial, forecasting and space utilization calculations.
• Knowledge of office management principles and procedures.
• Practice the highest level of discretion

Education/Experience Requirements

High school Diploma / Bachelor’s degree preferred.

Sales Administrative experience preferred.

Delphi FDC knowledge preferred.

Proficiency in the use of Word, Excel, Outlook, Teams, and PowerPoint.

Prior experience with a luxury Resort, or Private Club with at least 2 years

(with catering/conference experience) preferred.

Physical Requirements

Work tasks are performed indoors and outdoors. Position requires walking and giving direction most of the working day. Must be able to exert well-paced ability to maneuver between functions occurring simultaneously. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity. Must be able to lift trays of food or food items weighing up to 30 lbs. frequently. Must be able to push and pull carts and equipment weighing up to 250 lbs. occasionally.

In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.