Assistant Event and Administrative Coordinator

at  White Point Beach Resort

Job Title: Assistant Event and Administrative Coordinator
Division: Resort F&B Services
Department: Events
Responsible To: EventService Manager
Must be a Canadian resident. Local candidates only. Liverpool, NS area

REQUIREMENTS

• The profitability of the department
• Quality of service
• Degree of guest acceptance and satisfaction
• Quality of coordinating with peers, staff, management and results achieved
• Plans
• Organizes
• Controls
• Reports
• Attends meetings as requested
• Carries out other duties as assigned by management

WHITE POINT PEACH RESORT IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO HIRING A DIVERSE WORKFORCE. WPBR IS ALSO COMMITTED TO PROVIDING ACCOMMODATIONS FOR PEOPLE WITH DISABILITIES. UPON REQUEST BY THE APPLICANT, ACCOMMODATION WILL BE PROVIDED IN ALL PARTS OF THE HIRING PROCESS. PLEASE CONTACT THE HUMAN RESOURCES DEPARTMENT WITH ANY ACCOMMODATION REQUESTS.

Job Types: Full-time, Permanent
Expected hours: 32 – 40 per week

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 1 year (preferred)
• event planning: 1 year (preferred)

Language:

• English (preferred)

Work Location: In perso

ROLE SUMMARY

Assistant Event and Administrative Coordinator, operating within the Events department and reporting to the Event Service Manager, plays a vital role in facilitating efficient and seamless operations and departmental organization, while assisting the Event Coordinator with the execution of diverse event types such as trade shows, conferences, seminars, conventions, weddings and more.
Supporting both sales and operations of the department, responsibilities include booking small groups and room blocks independently as needed, meticulous file management of all current, future, past and cancelled events, managing room blocks and rooming lists, inputting rates and setting up billing, collecting deposits, and meticulous maintenance of group details. The Assistant Event and Administrative Coordinator; also assists with the facilitation of events while on property, communication between departments, audits group bills for accuracy, and evaluates service standards to ensure guest satisfaction.
The Assistant Event and Administrative Coordinator supports profitability of the department by maintaining exceptional quality service standards and fulfilling administrative and event facilitation duties as assigned. Through consistency and strong attention to detail, the assistant coordinator contributes to enhancing the reputation of our Resort and effectively promote our organizational goals and strategies.

RESPONSIBILITIES

• Providing efficient, attentive and friendly service to the guest
• Adherence and maintenance of established standards
• Practices good customer relations
• Respond to small group inquiries from external guests as well as from Halifax Sales office. Books and manages room blocks for small groups that don’t require a contract. Groups - include social, small corporate bookings
  · Converts contracts when finalized by the department, sets up the group from tentative to confirmed. This includes inputting rates, billing / charge routing and creating the GBR.
  · Inputs rooming lists, books individual call-in guests, manages the group block
  · Collects deposits
  · Follows up on release dates and deposit due dates
  · Manages and maintains all group files
  · Inputs event details as required / overflow tasks of Event Coordinator, or as assigned by Event Manager

· Gathers daily bills of groups when in house, audits all groups to pass to accounting for billing

• Assists the department when needed to communicate with all other appropriate operating departments of White Point as to the requirements and expectations of the group.
• Audits the file of all groups for invoicing. Reviews details for accuracy, makes corrections when needed or requests changes for F&B bills from other departments when incorrect. This is to ensure that nothing has either been missed or incorrectly billed and that the explanations are inserted where appropriate.
• The department will evaluate the success of the resort in providing the standard of service desired. This will include follow up with the guest organizer and any other management committee members who might have valuable feedback.
• Attend events in as a supporting role to the Event Manager or Event Coordinator as required.
• All actions/activities of the department will consider the guest perspective.