Event Management - Assistant Manager

JOB OVERVIEW  

Responsible for all aspects and functions of the Event Management Department; focus on Groups and Corporate Events, coordinate/manage all details with client requests from Sales Phase to Post Event Phase, maintain high standards of service. 

As a member of the Sales & Marketing Division, develops and implements strategies/best practices that deliver products and services to meet or exceed the needs and expectations of the Ritz Carlton guests and employees. The position is responsible for meeting planner and employee satisfaction; and the financial performance of the department.

QUALIFICATIONS

Essential: 

1. High school and college graduate.
2. A minimum of two years of Hotel experience.
3. Knowledge of food and beverage service.
4. Knowledge of menu development and pricing quotation.
5. Ability to effectively communicate in English with guests, management and co-workers to their understanding.
6. Ability to provide legible communication.
7. Ability to compute basic mathematical calculations.
8. Familiarity with food and beverage cost controls.
9. Familiarity with Sales and Marketing tools.
10. Knowledge of Room Block Management.

Desirable:

1. Diploma or degree in Hotel Management.
2. Previous experience in food and beverage.
3. Any previous culinary training.
4. Computer training (e.g., Word/Excel/Power Point).
5. CMP (Certified Meeting Professional) Certification.
6. Proficient in Delphi Sales & Marketing System and Opera System.

SKILLS 

Essential: 

1. Ability to maintain hotel's standards, policies and procedures with Conference Services staff.
2. Ability to prioritize and organize work assignments; delegate work.
3. Ability to direct performance of Conference Services staff and follow up with corrections where needed.
4. Ability to maintain a cohesive team.
5. Ability to ascertain departmental training needs and provide such training.
6. Ability to be a clear thinker, analyze and resolve problems exercising good judgment.
7. Ability to focus attention to details and accuracy.
8. Proficient in Microsoft Outlook; Microsoft Words; Power Point; Excel; Delphi Sales & Marketing System and Opera System.
9. Ability to ensure security and confidentiality of client information, hotel data, and employee information.
10. Ability to work without direct supervision.

Desirable:

1. Previous guest relations training.
2. Previous related experience in hotel.

MAIN DUTIES AND RESPONSIBILITIES

Essential Job Functions:  80%

1. Work with DOEM / ADOEM to establish departmental strategic plan and lead department via specific action steps to achieve financial and quality goals.
2. Work closely with Meeting Planners and Hotel staff in providing accurate Primary & Secondary numeric for event planning.
3. Work with DOEM / ADOEM to ensure that bookings are in placed, and that all Sales Managers are maximizing space and revenue through daily Line-up and review of all tentative business.
4. Attend Pre-Event Meeting (Resume and BEO meeting) to ensure operational alignment of all attending departments for next day’s events.
5. Work with DOEM / ADOEM to ensure monthly banquet revenue forecast is complete and accurate.
6. Have thorough understanding of hotel financials (Revenue, P&L, Pace); work closely with Sales & Catering Team to achieve goals.
7. Conduct timely, effective performance appraisals for coordinator and administrative assistants.
8. Keep abreast of competitive hotels (FABS), and maintain relationships with counterparts within competitive set, and with sister hotels in order to benchmark and share best practices.
9. Achieve/exceed established individual/department goal.
10. Understand room block management; keep close communication with Meeting Planners to ensure accurate forecast on group room nights.
11. Lead by example and ensure own clients are 100% satisfied through embodiment of gold standards, adherence to “how work gets done” flow, and execution of hotel basics.
12. Have thorough understanding of Quality goals (e.g., Catering Shops, Meeting Planner Survey, Employee Sat) and ensure entire Team is aware of present state and goals.
13. Extend lateral service when needed. 
14. Have thorough understanding of Conference Services processes (How Work Gets Done) to ensure seamless handling of all groups.
15. Assist DOEM / ADOEM with any special projects/action plans as business dictates.
16. Become familiar with any assigned sales file, review contract, and discuss profile on group with the appropriate sales meeting.
17. Contact the client/meeting planner by phone to introduce and follow up with a letter or email.
18. Customize selling approach to the client’s/meeting planner’s needs to maximize sales.
19. Knowledge of food and beverage programs; ability to tailor them to fit client’s needs.
20. Always ready to anticipate client and guest needs well in advance.
21. Use only hotel-approved vendors.
22. Acts as a liaison between client/meeting planner and hotel operations.
23. Always maintain a professional image both in appearance/attire and conduct when dealing with the client meeting planner and hotel employees.
24. Demonstrate appropriate timeliness in getting proposals to client/meeting planner.
25. Return all phone calls the same day. 
26. Constantly communicate with all other department heads both verbally and in written form.
27. Distribute all BEO and Group Resumes no later than 10 days prior to the group’s arrival.
28. Ensure all information is detailed, correct and all billing arrangements are specified.
29. Adhere to mandatory attendance at the BEO/Resume Meeting when a group is in-house.
30. Follow up on all changes, deletions, additions, and special requests.
31. Promote and follow The Ritz-Carlton Credo, Three Steps of Service and The 12 Service Values.

Secondary Job Functions:  20%

1. Assist in conducting monthly departmental meetings.
2. Requisition supplies.
3. Interview potential candidates following hotel guidelines and policies.
4. Keep abreast of current market trends and research competitors.
5. Review new menu items with Catering/ Event Management staff.
6. Conduct Site Inspection during Sales Phase.

Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

At more than 100 award-winning properties worldwide, The Ritz-Carlton Ladies and Gentlemen create experiences so exceptional that long after a guest stays with us, the experience stays with them. Attracting the world’s top hospitality professionals who curate lifelong memories, we believe that everyone succeeds when they are empowered to be creative, thoughtful and compassionate.