Event Coordinator

• Company: Sparkling Hill Resort
• Job Type: Full Time
• Job Level: Supervisory
• Job Type: Full Time
• Job Address: 888 Sparkling Place, Vernon, British Columbia V1H 2K7
• Job Status: Permanent

Sparkling Hill Resort is looking for an enthusiastic Event Coordinator who is passionate about providing high quality event experiences to our valued guests. The Event Coordinator is the support of the Sales & Event Manager, and Assistant Event Manager, and will assist with the overall planning process of our private corporate functions held at the resort. The Event Coordinator will work cohesively with the Assistant Event Manager, Sales and Events Assistant, as well as the Sales & Marketing Team and Food and Beverage Department, in order to ensure that our clients’ corporate events, retreats, and private functions not only meet, but exceed their expectations. Always providing warm and genuine hospitality, facing any challenge with assertiveness, poise and positivity, facilitating strong repeat client relationships.

Perks & Benefits:

Sparkling Hill team members get to enjoy a variety of perks & benefits which we provide as a thank you for hard work and dedication. Perks and benefits include:

• Deeply discounted room rates available to team members
• Discounts on gift shop retail, food and spa treatments
• Extended health benefits
• Monthly gas cards
• Career growth opportunities in the form of promotions and department transfers to expand your knowledge and exposure to the industry

The Event Coordinator responsibilities include:

• Working directly with clients as assigned in the coordination of their event from start to finish.
• Coordinate the administrative and logistical aspects of an event contract as assigned by the Assistant Event Manager.
• Responsible for effectively communicating with the various departments to ensure that the related event details are executed accurately as organized in the banquet event order.
• Maintains well-documented, accurate, organized and up-to-date file management in order to serve client and employer in the most expedient, organized and knowledgeable manner.
• Maintains organized schedule of deadlines for group details, and consistently communicating these dates to organizers in a professional manner with advanced notice.
• Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.
• Produce accurate banquet event orders and group resumes within timeframe set by the resort.
• Ensures regular ongoing communication is happening with all departments in consideration of efficient operating procedures.
• Provide site tours for potential event clients with strong understanding of event operations, and a sales-driven mindset to secure new and repeat business when required.

Duties include, but not limited to:

• Checking space availability and entering bookings into Maestro (Property Management System.)
• Entering rooming lists, creating routing rules, checking group blocks and rates in the system.
• Working directly with clients on their menu selections, floor plan requirements, dietary restrictions, allergy substitutions, room drops, décor planning and rental coordination.
• Creating banquet event orders and floor plans with exceptional attention to detail.
• Group resume communication, amenity/VIP designation and room block management.
• Greeting the group organizer upon arrival to resort, and acting as the liaison for client for the duration of their stay fulfilling all requests, always willing to go above and beyond to provide exceptional hospitality.
• Overseeing room set ups to ensure the Sales and Event Assistant, along with the food and beverage team, have the support needed for successful event execution.
• Continuously ensuring function rooms are reset to their default after an event concludes.
• To be present to greet and welcome all event guests when their events begin, until the first course is served to ensure timing of BEO remains as planned.

• Post-Secondary School Degree/Diploma in Hospitality and Tourism or related field preferred.
• 2+ years of working experience in a business administration, food and beverage, hospitality, or event coordination preferred.
• Proficiency in Microsoft Office, and must be comfortable learning new computer software.
• Experience in Maestro PMS and/or Adobe Design Suite an asset, but not required.
• Displays advanced interpersonal, customer service and administrative skills
• The ability to work well independently on several projects concurrently, and possess excellent communication, organizational, problem solving and creative thinking skills; attention to detail is imperative.
• Irregular hours as needed during high volume event season, and willingness to work flexible hours (weekends mandatory with scheduled events.)

• Salary/Wage: Competitive wage

Qualified applicants may submit a resume and cover letter to Ms. Chandace Chase, Assistant Event Manager. Only candidates selected for an interview will be contacted.

Post Date: July 13, 2022