Position Summary:
To support the Sales & Event Department in all event-related activities. Focusing on driving accelerated growth by achieving strategic monthly goals through direct calls and identifying opportunities that develop new business and increase event sales and strengthen RMD Group x Ballast Point relationships with key meeting and event clientele. Responsible for detailing, servicing, and upselling all contracted private events.
Type: Hourly, Part-time or Full-time
Pay scale: $25.00-$35.00 + commission
Duties and Responsibilities:
Responsibilities include, but are not limited to:
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Effectively coordinate and advance all aspects of the event servicing phase.
- Meet and/or speak with the sales manager to review any details discussed during the contract process
- Send an introductory email outlining the timeline of the detailing process within 2 days of event contracting
- Set appropriate tasks in Tripleseat & Calendar
- Create digital and hard files for each event to include: checklist, proposal, contract, BEO, vendor invoicing, change sheet, receipts, recaps, final numbers
- Ensure all deposits and final payments are paid by the due date and noted in Triple Seat
- Meet and/or speak with the client to fully understand the desired event logistics
- Prepare detailed Banquet Event Order in TripleSeat
- Draft due to Client no later than 2 weeks prior to the event date
- Use TripleSeat and enter all communication to allow for transparency on event status
- Log all meetings, sites, and calls to ensure proper tracking of clients
- Distribute the appropriate paperwork and coordinate with the proper departments to ensure quality event delivery and customer satisfaction
- Staffing Schedule
- Kitchen and Food Quantities and Presentation
- Ensure all final numbers are entered into TripleSeat and payments are closed out by the morning after the event
- Send final receipts to clients, along with thank you note and feedback form immediately following the event, with the sales manager copied
- Ensure that any appropriate event equipment or leftover items from the client are brought back to the office and/or securely stored at the venue
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Drive overall event revenues through up-selling goals on food, beverage, AV, and third party services
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Negotiate and oversee all contracts with third-party vendors
- Manage customer budgets to maximize revenue and meet customer needs.
- Oversee and ensure positive customer experiences from file turnover through the post-event phase until turnover back to sales
- Attend venue manager meetings to review and discuss upcoming confirmed events
- Assist in setting Venue Operations team’s up for successful on-site event servicing
- Meet with MOD prior to staff arrival to review hot points and BEO
- Outline F&B Upsell Opportunities and Extension Rates
- Create proof for seated menus and print any framed signage
- Introduce Client to MOD
- Assist with set up and décor of the event
- Follow up with Banquet Captain / MOD day after the event to send recap and finalize billing
- Greet Client on-site at Event and Introduce to venue MOD
- Assist in event décor and linen management
- Coordinate cleaning of linens
- Oversee tracking and storage of decor
- Assist in soliciting and maintaining private event business for all RMD Venues by:
- Building and maintaining positive working relationships with RMD Event clients (including third parties and direct corporate clients)
- Participate in any sales blitzes/promotional events/gifting etc.
- Participate in at least one professional organization to maintain high visibility within the industry and promote venues
- Assist with PE Department’s social media, website maintenance, and office management
- Stay informed of new developments and trends in the event and hospitality industry while monitoring competitor activity, products, strengths, and weaknesses to continually improve sales strategies and processes
- Assist with site inspections (setting up the venue to required standards, meeting clients, answering questions, etc.)
- Perform special projects and responsibilities as assigned by the GM & Director of Sales & Events
Qualifications
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A qualified candidate has event coordinating experience and is looking to build a career in events; is outgoing, personable, and friendly with the ability to speak in front of clients and guests with clarity and confidence.
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Minimum 1-3 years of hospitality, preferably in events, experience
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Experience with Tripleseat or other CRM/SAAS programs is a plus, but not required.
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Must be able to communicate well both orally and in writing
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Must be comfortable learning new skills
Skills and Attitudes
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Must be motivated, hard-working, and passionate
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Excellent communication skills (verbally interacts with management, team members and guests.)
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Must be a strong leader with the ability to handle multiple tasks and responsibilities
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Must be able to:
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Perform job functions with attention to detail, speed, and accuracy
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Prioritize and organize
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Think clearly, remain calm, and resolve problems using good judgment
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Follow directions thoroughly
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Understand guest service needs
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Work cohesively as a team with co-workers
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Work in a stressful, fast-paced environment
Education
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Must have one or more of the following:
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High School Graduate
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Bachelor’s degree (B.A.) from a four-year college or university (preferred)
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Must be able to speak, hear, understand, read, and write the English language.
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A general knowledge and understanding of San Diego current events, cultural and culinary happenings.
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Proficient in Microsoft applications (Excel/Word/Outlook).
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Proficient in Toast and/or other POS systems (Preferred)
Physical Requirements:
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Must be able to sit, stand or walk for up to 8 hours at a time.
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Must be able to lift at least 50 pounds safely and properly.
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Must be able to bend, stoop and climb.
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Must be able to push and pull.
Work Environment
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The noise level in the work environment usually is moderate to loud.
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Work flexible hours that may include early mornings, evenings, weekends, nights and/or holidays.
ABOUT RMD Group
RMD Group was formed by three partners who had a passion for hospitality and creating unforgettable experiences. For over a decade, RMD has been a driving force in the industry, creating some of San Diego’s most successful and exciting concepts including Rustic Root, Huntress, Lumi, Side Bar and FLUXX. In addition, the group works with a thriving portfolio of hospitality and lifestyle concepts that include Ballast Point Brewing and Hard Rock Hotel’s Float and 207. RMD brings extensive expertise in all areas of consulting including design, development, and management, plus a talented team of industry leaders that continue to elevate guest and client experience in San Diego and beyond.
Position Summary:
To support the Sales & Event Department in all event-related activities. Focusing on driving accelerated growth by achieving strategic monthly goals through direct calls and identifying opportunities that develop new business and increase event sales and strengthen RMD Group x Ballast Point relationships with key meeting and event clientele. Responsible for detailing, servicing, and upselling all contracted private events.
