Events Coordinator | The SOMM Hotel & Spa

Events Coordinator | The SOMM Hotel & Spa Let’s start off with the most important part-what’s in it for you:   The Perks *Eligibility of perks is dependent upon job status Hourly Rate: $30.00 Get Paid Daily (Make any day payday) Paid Time off & Holiday Pay (Because Balance Matters) Benefits - Medical, Dental, Vision, Disability, 401K HSA/FSA Plans -with employer contribution Values Based Culture (#OMGLIFE) Culture Add (Creating Space for Fresh Perspectives) Referral Bonus (Get Paid to Recruit) Discounted Lodging, Dining, Spa, Golf, and Retail (Yes, Discounted Travel!) Employee Assistance Program “Columbia Cares” Volunteer Opportunities Committee Participation Opportunities (Fun, Philanthropic, Diversity/Equity/Inclusion) Task Force Work Opportunities (Grow your career in idyllic locations across the globe) Online Learning Platform to Help You Grow! Third Party Perks (Including discounts on Pet Insurance, Rental Cars, Movie and Concert Tickets, Theme Park and Attractions & so much more)     Our Commitment to you:  “People never forget how you made them feel.” Maya Angelou’s famous statement serves as a rallying cry throughout Columbia Hospitality and fuels our collective drive - and success. Our people are our purpose, and our brand is our people. We seek extraordinary individuals who drive our brand promise of Creating Exceptional Experiences. We are a people-first organization, ignited from the inside to succeed on the outside. We are a tight-knit, inclusive, values-driven team and we trust one another to have each other’s backs. We show up every day with open hearts, an inclusive mindset, and a genuine respect for those around us. We have fun, grow together, and strive to leave a positive lasting impression on everyone we meet. What Success Looks Like:Your Impact  Performs administrative functions, organizing calendars and department meetings, reading/routing incoming mail, drafting routine correspondence; designs and maintains organization systems. Answers all evet related outreach, take clear/concise messages, provides information, and/or directs to appropriate team member.  Develops and maintains favorable working relationships and open communication with all departments. Responsible for assisting managers during execution of events. Assist with special projects and completing ad hoc assignments as needed as necessary. Facilitate and oversee the turnover process from Sales Team to Events Team including but not limited to; confirming all information in sales system matches contract, guest room and meeting space inventory. Creates all Group Blocks in Lightspeed/reservation system along with reviewing and managing pick up accordingly based on contracted timelines and due dates. Assists with sending clients pick-up reports and rooming lists upon request with Event Manager. Creates and modifies all Group Reservation Links along with imputing and managing all client Rooming Lists for blocks. Communicates with all clients on group reservation updates until groups departure. Manages all Room Block billing (pick up codes) to ensure they are set up according to contractual requirements prior to group arrival. Works with Front Desk management team on blocking rooms based on contract or Event Management needs/requests. Facilitates out of Block audits for groups falling into attrition for all Event Managers when needed. Manages all Letter of Intent Room Blocks including billing, guest/group needs, resume creation. Serves as main Event team point of contact for these high touch clients. Manages and facilitates Room Block Scrub meetings to ensure Room Block Pick Up, Slippage/ Projections/Room Rate accuracy. Runs and distributes all daily and weekly information reporting to all departments including; Daily & Weekly Event Reports to entire hotel, including parking and audio-visual team. Sends weekly resume distribution email to Event Managers with needed group information and rooming lists for resume creation Weekly Resumes to entire hotel, including parking and audio-visual teams. Event Orders to banquets, accounting, and audio-visual team Assists Event Managers with communication to clients regarding overall event changes or needs with events   Attends all Event Management meetings, Event Order Meeting, Resume Meeting, and other departmental collaboration meetings as needed Client contact – on floor for arrivals, assist with shipment tracking ensuring packages get to correct event space, client printing needs, assist with shipments post event. Assists with Banquet Operations team in creating specialty signage and vouchers (ex: drink and valet parking). Updating menu cards as needed with requested dietary information. Billing/sending General Accountant Room Blocks Audit report once group departs to confirm if group slid into attrition and need to be charged, if applicable  In charge of submitting Marriott Bonvoy Group Points in compliance to Marriott Bonvoy Guidelines. Works with accounting team to ensure payment of any outstanding invoices to ensure payment received prior to points submitted. Submit manual posting form to property support if necessary. Serves as Properties Actualizer running saved query report to confirm groups that have departed less than 5 days are accurate [revenue, pick up, room rate]. Oversees filing system for past group files for groups that have actualized and merges account files as needed for repeat clients. What You Bring Strong written and verbal communication skills, including: The ability to write, proofread and edit reports, business correspondence, and sales contracts. Effectively present information and respond to questions from team members, managers, clients, guests and general inquiries.   Ability to carry out instructions provided in written and oral format. Ability to add, subtract, multiply and divide in all applicable units of measure, using whole numbers, fractions, percentages, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to compute discounts, commissions, proportions, and percentages. Strong computer literacy in Marriott Systems (such as Lightspeed), Microsoft Office, especially Outlook, Word, Excel and PowerPoint.  Detail oriented with strong multi-tasking and organizational skills. Ability to solve problems and make decisions in routine situations. Strong personal skills, including time management, planning and organizing, and delivery of results. Positive can-do attitude and the ability to adapt to a variety of situations. Must adhere to Columbia Hospitality Policies and Procedures.   Additional job functions may be assigned based on the property’s business needs as determined by the General Manager and Seattle Support Center Leadership.   Don’t meet every single requirement? At Columbia Hospitality we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may just be the right candidate for this or other roles.