Gansevoort Hotel Group is looking for a Special Events Coordinator to join our team!
This role will support Director of Special Events as well Events Sales Managers with admin tasks to ensure smooth operation of the department.
You will liaise with the chef and banquet staff to successfully execute catered meetings and events
Primary functions for this role include but are not limited to:
- Oversee minimum spend bookings for groups under 20 guests.
- Respond to all calls, e-mails, and Tripleseat leads regarding larger group reservations (events under 20 guests).
- Quote large party reservations with minimum spends for semi-private spaces based on menus and rates provided by the Director of Events.
- Offer client catering options and incorporate them into the BEO (Banquet Event Order) when applicable.
Event Coordination:
- Input all minimum spend and catering details into the BEO, collecting signatures and payment information from clients to record in Tripleseat.
- Maintain and manage event BEOs, timelines, and proposals within Tripleseat, communicating with the guest services team to block off spaces as needed.
- Communicate all large party reservations and events to the Events team and Food & Beverage (F&B) management.
- Refer unique and large-scale catering requests or setup needs to the Director of Events.
- Ensure all catering orders are communicated to the kitchen at least 48 hours prior to the event date, including dietary restrictions and setup requirements.
Team Collaboration:
- Liaise with the chef and banquet staff to successfully execute catered meetings and events.
- Meet weekly with the Director of Events and events team to discuss upcoming events for the current and following week.
- Take deposits when necessary and record payment details in Tripleseat, ensuring effective communication with the F&B manager overseeing the event.
- Record all final payment information and receipts in the Tripleseat system to close out events once completed.
Client Relations:
- Send an end-of-month report to the Director of Events detailing all completed events for which you were responsible.
- Follow up with clients post-event to ensure their satisfaction and foster positive relationships for client retention and repeat bookings.
- Communicate any issues regarding event space, service, payment, or charges with the Events Director and F&B management team to resolve matters efficiently.
- Oversee the In-Room Dining (IRD) team when tasked with setting up catering for morning or last-minute events.
Required Skills/Qualifications:
- Bachelor’s degree preferred.
- Previous experience (2-3+ years) in the industry, preferably at Front Desk or Operations.
- Proficiency in computer skills, including Excel, MS Word, and OPERA knowledge (preferred).
- Excellent written and oral communication skills in English (multi-lingual preferred).
- Basic math skills and a customer service-oriented mindset.
- Strong listening skills and team management abilities.
- Attention to detail and organizational skills.
- Capability to multitask and prioritize effectively.
- Ability to function in a noisy, hectic, and crowded environment while remaining calm under pressure.
- Proficient in handling guest complaints with a neat and clean appearance.
- Stamina to spend the majority of time on your feet.
- Team player who can successfully relay information among team members.
- Sensitivity to confidentiality regarding all business aspects.
- Flexibility to work various schedules, including mornings, evenings, nights, weekends, and holidays.
Physical Requirements:
- Must be able to stand, move, and remain stationary for at least 7 hours a day, totaling 35 hours a week.
- Ability to seize, grasp, turn, and hold objects with hands.
- Periodic fast-paced strides required to navigate the property.
- Capable of moving, pulling, carrying, and lifting at least 20 pounds.
- Occasional kneeling, bending, crouching, and climbing required.
- Must possess depth perception and balance for overall performance, with the ability to work with computers.
This is an on-site role that would require flexibility to work schedules.
Location:
GANSEVOORT MEATPACKING NYC
18 Ninth Avenue (at 13th)
New York, New York 10014
Starting pay rate: $25 per hour.
