Meetings & Events Concierge

Managing upcoming groups, events, and meeting clients' needs through active communication, planning and team leadership.

Meet group coordinator/ host prior to functions, make introductions, and ensure all arrangements are acceptable to the client.
• Read and analyze banquet event order in order to gather guest information, determine proper set up, timeline, specific guest needs, buffets, action stations, etc.
• Respond to and try to fulfill any special banquet event arrangements. Follow up on special banquet event arrangements to ensure compliance.
• Reporting any maintenance problems. Safety hazards, accidents or incidents associated in the meeting rooms or conference center.
• Being proactive in problem resolution, keeping clients advised on current status for events and functions, including items pending that need follow up.
• Multi-tasking and prioritizing multiple requests, while simultaneously meeting all deadlines; time management skills are necessary.
• Being readily available to conference center guests to direct, answer questions and accommodate special requests, as needed.
• Communicating any last minute changes across operational departments.
• Answering emails, texts, and calls in a timely manner from all Directors, Managers, and Clients. Cell phone is to be on person at all times.
• Direct guests around the facility to and from events as needed.
• Drafting all correspondence, including concierge reports, emails, and booking/banquet checks for assigned managers, Ensures that all correspondence is 100% accurate. Gathering signatures for documents as needed.
• Assisting the Banquets team in posting Banquet Checks daily.
• Attending all meetings as directed, I.e. BEO meeting, Resume, Pre-Con, GSI, LLG, Ops meeting and Departments Meeting when scheduled. Taking notes during scheduled meetings.
• Submitting work orders into Nuvola yourself and / or as directed by Managers
• Assisting all Convention Services Manager as needed, even if not on duty. Check in with Management before and after shift.
• Organizing leftover event materials and placing them in the designated area for shipping.
• Assisting with amenity drops for VIP clients/ including but not limited to; turning in amenity documents to In Room Dining after receiving paperwork from Event Manager and / or placing VIP amenities in guest rooms as directed. (Amenity card, bottled wine, receipt signature for IRD as needed)
• Assisting and Ensuring directional signs and easels are placed properly as needed per Manager and client's needs.
• Making buffet labels to describe all dietary restrictions for each food item and ensuring the signs are placed in the correct location.
• Ensuring all meeting spaces are accurately set per BEOs and Managers. Following up with Event Manager's regarding any follow up questions. Opening all meetings room doors and turning on lights.
• Placing all WI-FI codes in all event spaces as directed
• Completing the Event and Meeting Concierge check list for each event
• Ensuring all Coffee Breaks, Breakfast, Lunches, Reception and Dinners are set and ready 30 minutes prior to listed start time.
• Walking Banquet spaces including the winery throughout the day to ensure that all sets are accurate, and have been refreshed as needed through each event.
• Assisting with Banquets on flips and tight turns for room's sets.
• Assisting in IRF/ Outlet for any menus deliveries or meal Accommodations ordered through a BEO
• Executing any special projects assigned by the respective Manager or Director in the Banquets, Events and Catering Department.

• High School Diploma required; Bachelor's Degree preferred
• Advanced knowledge of hotel features, benefits, and accommodations.
• Must be able to work independently and with others
• Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicate with supervisors, coworkers public etc./
• Must be extremely computer Savvy ( Microsoft Word, Outlook, Excel)
• Previous knowledge of Delphi, host and Nuvola preferred
• Must have exceptional organizational skills
• 1 to 2 years of Hotel Operations or administrative experience.

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you!

For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

Work today, get paid today! We proudly partner with DailyPay, a voluntary benefit that allows our associates access to their earnings when they want them.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers, the San Francisco Fair Chance Ordinance and the California Fair Chance Act.