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special events coordinator

Posted on February 20, 2025 by Employer details Ancaster Mill

Job details

*As a team member at Ancaster Mill, you are a part of the Pearle Hospitality family!* Pearle Hospitality?s mission and focus is to enrich each moment through genuine and thoughtful actions. Each of Pearle Hospitality?s restaurants, event venues, hotels, and spas are focused on creating happiness and elevating each experience through the care and consideration of our people, guests, food, properties, and communities. *Job Purpose:* The Special Events Coordinator plays a key role in the organization and execution of all private events and making event hosts? visions come to life within our Pearle Hospitality properties. The Coordinator manages and completes day-to-day tasks in the events office and acts as a liaison between the Sales Consultants, our clients, and other members of the Events Team. This person makes certain that information regarding each event is gathered accurately and shared effectively to ensure the smooth delivery of services. Often the first point of contact for our potential clients, this individual provides a warm and welcoming atmosphere. *What makes you the perfect candidate:* * Post-secondary education in Events/Events Management considered an asset. * Previous experience in Hospitality and/or Event Planning considered an asset. * Smart Serve Certificate * *Knowledge: *Working knowledge of Opera, Mircos, OpenTable, Microsoft Office Suite, and experience with multi-line phone systems considered an asset. * *Customer Service:* Ability to effectively communicate with clients, remaining professional but also expressing a warm and welcoming presence during interactions. Understand the importance of providing clients and guests with memorable and positive experiences at any and all Pearle Hospitality locations. * *Attention to Detail: *Remain mindful of smallest details expressed by the event hosts, making sure to note any specific wants expressed (i.e., DJs, transportation, ceremony officiants, important moments, etc.) and noting any specific vendors. * *Organization:* Work with event hosts to plan follow up appointments pertaining to menu tastings, rehearsals, final detail appointments and any dates for payments. * *Adaptability*: Ability to remain poised and professional in a fast-paced environment and positively interact with a variety of diverse guests and team members. *Duties & Responsibilities:* * Effectively manage the front desk of the Special Events Office, including: * Answering incoming phone call and email inquiries * Booking restaurant reservations and answering special menu inquiries for large parties. * Greet visitors to the office and direct them appropriately as required * Maintain appearance of the Special Events office and Wedding Suites as needed. * Secure appointment times for clients to meet with Special Events Consultants and maintain the event office calendar. * Create proposals for clients using Opera. * Build event files and complete the file checklist once a deposit has been received to secure a booking. * Update event files as necessary with updates such as décor updates, timing, vendor information, menu selections and special requests. * Create, proof-read, and receive approval for all special event menus prior to printing. * Email reminders to clients regarding important appointments and confirm dates with them for their menu tastings, rehearsals, final detail appointments, etc. * Communicate details of each upcoming event to the Front and Back of House teams by providing copies of the most up-to-date event orders. * Accept and perform additional tasks as required for optimal performance of the restaurant. * Actively represent and promote Pearle Hospitality?s core values within the workplace. * Act as an ambassador of Ancaster Mill and Pearle Hospitality. * Follow company policies and procedures as defined and outlined by Pearle Hospitality. * Follow all Health and Safety standards to ensure a safe work environment for all guests and team members. * Adhere to all cleanline