About Langham Hospitality Group

A wholly-owned subsidiary of Great Eagle Holdings, Langham Hospitality Group (LHG) comprises a family of distinctive brands, including The Langham Hotels and Resorts, Cordis Hotels and Resorts, Eaton Workshop and Ying’nFlo. With over 40 hotels and residences in operation or development, LHG has a global footprint that extends across Asia, Europe, North America, Australasia and the Middle East.

The Langham, New York offers modern luxury on Fifth Avenue and is recognized for its genuine, personalized service in line with the culture and values of Langham Hospitality Group. The hotel boasts spacious guest rooms with views of the Empire State Building, The Gallery event space and fine dining at Ai Fiori.

The Events Coordinator is responsible for providing administrative support to the Catering Sales, Conference Service & Banquet Department team to effectively serve the needs of our clients. The Events Coordinator works directly with the Director of Marketing and Communications, Director of Group & Events, Catering Sales, Conference Service & Banquet team in a supportive and administrative role. Assists in consistently communicating between team and operations and coordinates sales and operations administration in alignment with hotel and brand standards.

RESPONSIBILITIES AND JOB DUTIES:

Prepares reports, presentations, contracts, correspondence, forms, memorandum and other documents.
Answers telephone and respond to caller inquiries, speaking in a clear and pleasant manner. Exercise decision making skills to direct caller requests.
Assist Catering Sales and Conference Services with answering & qualifying enquiries to ensure a quick response time.
Inputting programs in booking systems, managing VIP guest arrangements, and coordinating site visits.
Creating and communication of documents including but not limited to BEOs, group resumes, post event reports, menus, diagrams/floor plans.
Participate in customer site inspections and assist with the sales process as necessary.
Assist with VIPs including adding preferences to profiles, amenities and welcome cards, checking rooms and collecting special requests from outside of the hotel.
Maintain BEO Book, daily distribution of BEO to all operational departments. Make sure daily updates are communicated to all pertinent departments.
Maintain daily/weekly distribution of Group Resumes, Change Log, and 14 Day Event Report.
Send out daily events.
Handle the daily billing/invoicing of events to make sure Sales Force and Shiji Balance with the Daily Revenue Sheet.
Create all PO’s in Birch Street for Marketing, Catering, Conference Services and Banquets.
Assist Director of Marketing & Communications and Director of Group & Events with all special projects.
Handle all in house departmental meetings/events.
Assist Catering Sales Manager with booking same day meetings.
Assist Catering Sales Manager, Conference Service Manager, Banquet Manager and Executive Sous Chef/Chef with administrative duties .
Enter data (operates various word processing and other software packages including SalesForce, Word, Excel, PowerPoint, and Shiji Enterprise Platform.)
Answers telephone and emails for individuals within department during their absence from the office.
Assists catering sales managers, conference service manager and banquet manager in events.
Ensures that SalesForce system is updated on regular and timely basis in line with Best Practice standards.
Manage department supplies, expenses, schedules, forecasts, month-end closing, ad-hoc inquiries, and administrative tasks.
Support influencer marketing by vetting collaboration requests, coordinating stays, managing contracts, and tracking deliverables.
Assist with monthly PR and media reporting across digital, print, and social channels.
Maintain organized photo archives and support photoshoot planning and mood board creation.
Contribute to the development of monthly Marketing Communication presentations and PR summaries.
Plan, draft, and schedule content for the social media calendar; generate weekly performance reports.
Review and edit media placements to ensure accuracy and consistency.
Update and maintain marketing timelines, social calendars, and site alerts.
Respond to direct messages and online inquiries in a timely, brand-aligned manner.
Prepare weekly “Flash” reports, mood boards, and whiteboard updates.
Manage monthly marketing updates including influencer reports and MarCom presentations.
Collaborate with the Marketing team to ensure alignment between event promotions and brand campaigns.

PHYSICAL DEMANDS:

Physical activities include lifting up to 20lbs.
Sitting or standing for long periods of time.
Talking, hearing, seeing and reaching
During the course of performing the physical demands of this position, associates are expected to observe and adhere to safety and security procedures, promoting a safe work environment

SPECIAL SKILLS REQUIRED:

Excellent telephone skills and manners, ability to interact with colleagues and clients of the hotel, both via phone and in person in a professional manner
Excellent knowledge of Outlook, Word, Excel, SalesForce, Shiji Enterprise Platform, Birchstreet and PowerPoint.
Ability to read, write, and speak the English language using excellent grammar and communication skills.
Ability to work independently while also contributing as a valuable member of a collaborative team.
Self-starter who takes ownership and initiative.
Have a strong sense of urgency and pride yourself on meeting deadlines without sacrificing quality.
Love for hospitality and energized by creating memorable experiences for guests.
Administrative knowledge such as business letters, formats and telephone etiquette.
Requires the ability to operate and control office machines
Requires the ability to compile, gather data, collate and or classify information about data, people or things.
Experience with creative platforms such as Adobe Suite: Illustrator, inDesign, Photoshop, Canva, Lightroom a plus, but not required.

EXPERIENCE REQUIRED:

1-2 years’ experience in an administrative position
1-2 years’ experience in a Hotel Sales, Hotel Catering, Hotel Banquet and/or Hotel Food and Beverage environment.
Fluent with Word, Excel, PowerPoint, Outlook
Fluent with SalesForce (Delphi FDC) and Shiji Enterprise System preferred

LICENSES OR CERTIFICATES:

No special license required.

For more information about the property, please visit: https://www.langhamhotels.com/en/the-langham/new-york/

Rate of pay: $36.69 per hour

EOE, including disability/vets

Langham Hospitality Group

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Events Coordinator - The Langham, New York