Event Coordinator

The Events Coordinator provides secretarial and clerical support to Events Managers within Conference Services, helping ensure smooth event coordination and accurate daily documentation for hotel clients.

Role Location and Schedule

Location: Pasadena, CA (onsite)
Work type: In person
Schedule note: Rotating work schedule for late night office coverage based on business demands.

Compensation

Hourly rate: USD 29 - 32 per hour
Listed salary range: $30.73 - $32.73
Pay note: Pay: $29.00 - $32.73 per hour

Education

• High school diploma required.
• Any combination of education and experience equivalent to graduating from high school, or other combinations that provide the required knowledge, skills, and abilities.

Responsibilities

• Create and amend turnover files (physical and digital).
• Coordinate, set up, and attend Pre-Cons, including name tents, pickup reports, resumes, and BEOs.
• Assist Events Managers with identifying available space and coordinating conference agendas and banquet event orders.
• Answer incoming phone lines by the third ring in a clear and pleasant manner.
• Respond to caller inquiries, use decision-making skills to direct requests, and accurately transfer calls or record messages for staff.
• Distribute written messages to staff members’ offices in a timely manner.
• Coordinate special client needs and requests with all departments, including site inspections.
• Oversee the room block only for groups as needed.
• Complete typing of dictation and handwritten materials as requested, including thank you letters, amenity cards, introduction letters for new groups, client menus, resume updates, and BEOs.
• Pick up and review banquet checks daily.
• Complete daily distribution of BEOs and reporting documentation using correct office procedures, including the 12-day report, in-house reader board, change log, and site sheets.
• Assist Events Managers in greeting the group contact upon arrival and review last-minute details.
• Serve as on-site contact for in-house events.
• Perform daily photocopying, filing, and filing of materials to maintain up-to-date files and outgoing mail in accordance with internal audit procedures.
• Assist Events Managers with attending client meetings and entertainment as needed.
• Support other departments when necessary.
• Complete and process forms such as check requests, registration forms, and purchase orders as required.
• Attend the department’s monthly Events Meetings and participate in other committee or project groups as assigned.
• Maintain appearance in line with hotel and departmental dress code standards.
• Adhere to hotel policies and procedures; maintain an orderly, safe, and efficient work area.
• Complete other projects and duties as assigned, report to work on time, and notify Events Managers or the Assistant Director of Catering and Event Sales in advance if unable to report or running late.
• Obtain prior permission for planned absences such as vacation days.
• Perform Delphi updates and maintenance of menu items and pricing.

Requirements

• Excellent telephone skills and manners; ability to interact with employees and hotel clients via phone and in person.
• Working knowledge of Microsoft Office.
• Ability to read, write, and speak English with excellent grammar and communication skills.
• Ability to work effectively with a variety of internal and external customers and staff.
• Flexible schedule availability to ensure event coverage.
• Prior knowledge of Delphi, Social Tables, and Property Management System preferred.

Technologies

• Microsoft Office
• Delphi
• Social Tables
• Property Management System

Preferred Experience

• Previous luxury hotel experience preferred.
• 1-2 years of experience in an administrator position preferred.
• 1-2 years of experience in a Food & Beverage or Catering environment preferred.

Physical Demands

• Requires walking, sitting, or standing to a significant degree.
• Ability to lift 20 lbs.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Parental leave
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Licenses or Certificates

No special license required.