Role Summary
Join our team and become one of the authors of our story. As part of the Auberge family, you will be responsible for assisting the Events Department with the overall planning and execution of events - both Social and Corporate. The Events Coordinator assists with all paperwork associated with the servicing of an event, beginning with pre-planning site inspections for weddings as well as social and corporate groups. Preparation of all paperwork and print outs for weekly BEO Meetings, Group Resume meetings and ensuring that everything is distributed to all departments, accurately and with a sense of urgency.  Coordinates all in house meetings for the resort working with department heads and human resources.

Key Responsibilities
Please note that this is not an exhaustive list of everything that needs to be done!  Within the Auberge family, our people always find new ways to look after the business, their guests, and their team-mates. Within this, the key responsibilities for this position are:

  • Serves as onsite contact for all weddings and social events, personally greeting, overseeing program transitions and departures, ensuring client satisfaction throughout, and coordinating with other hotel managers to ensure flawless event execution.
  • Works in tandem with Weddings & Events Sales Manager to develop trusted client and planner relationships.
  • Manages all elements of the event planning, detailing, orchestration, billing and post-event follow-up process.
  • Trouble-shoots guest challenges as appropriate, resolves issues using discretion and good judgment.
  • Promotes positive guest relations at all times; anticipates client needs and responds with a sense of urgency.
  • Participates in site inspections with Weddings & Events Sales Manager as needed to develop relationships, provide program recommendations and create upsell opportunities.
  • Inspects and aligns all aspects of the event environment and ensure compliance with standards of cleanliness, order and program specific details.
  • Must work a flexible schedule including evenings, weekends and holidays as required based on business levels and group program schedules.
  • Recommends offsite functions, transportation, rentals and other services as needed by the client/planner.
  • Carefully tracks all consumed business and rectifies actuals to ensure accurate billing and reporting.
  • Generates detailed resumes, event orders and floorplans for each event and reviews details with F&B teams, Guest Services, Housekeeping, Bell Team, Facilities and other operational departments at weekly meetings and event pre-cons.
  • Fosters and promotes a cooperative climate with all operating departments.
  • Updates weekly catering pace report with group details.
  • Maintains all event details; tracks revenue against budget and prepares business forecast reports with accurate information, forecasted and actualized revenue.
  • Shares program details with all departments in advance of each group's arrival; hosts event pre-cons as needed.
  • Maintains deep knowledge of the property features and offerings in order to represent the hotels with passion including function and event spaces, accommodations, spa, pool, restaurant, bistro/bar and preferred offsite event locations and vendors.
  • Maintains deep knowledge of all event menu items, ingredients, sauces, portion sizes, garnishes, presentations, wines and other beverages, and prices and able to guide clients through the selection process to ensure the outstanding culinary and service experiences.
  • Has clear understanding of all possible event space layouts, proper table set-ups, room capacity, hours of operation, price range, dress code and other event details.
  • Reviews all weddings and social events sales and resolves discrepancies with accounting.
  • Coordinates all aspects of event functions, preparing worksheets and identifying specifics for each event.
  • Participates in weekly Event Order meeting.
  • Develops clear and concise written correspondence for interactions with clients, internal and external teams with emphasis on detailed accuracy for event orders and group resumes.

Required Qualifications
  • Minimum of 3 years of experience in luxury hotel catering/conference services/weddings and event services or event management
  • Excellent written and verbal communication skills
  • Exceptional follow through, attention to detail and sense of urgency
  • Ability to multi-task and coordinate multiple projects simultaneously
  • Ability to make smart decisions that support both hotel and culinary operations and the catering/banquets function.
  • Thorough understanding of sales and event contract language
  • Must work across all departments with an emphasis on food & beverage teams.
  • Strong client/guest service skills. 
  • Professional appearance and demeanor.
  • Ability to professionally represent the resort, and interact with clients in a polished, responsible, and timely manner.
  • Ability to run and analyze sales and catering reports and complete all program actuals.
  • Able to work flexible days and hours based on client programs and demands
  • Knowledge of Napa Valley wineries and off-site event locations a plus
  • Knowledge of competitive landscape

Travel Requirements
  • Some local or regional travel may be required in support of sales effort and as a representative of Solage.

Physical Requirements and Work Environment
  • Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting, and climbing.   Have frequent need to perform standing and walking activities related to inspecting property.
  • Constant need to perform the following physical activities: grasping, turning, finger dexterity.
  • Occasional need to stand for long periods of time.       
  • Lifting/carrying up to 10 lbs. frequently and 25 lbs. occasionally.
  • Ability to work indoors and outdoors in various weather conditions.
  • Vision requirements: constant need to view small print.  Frequent need to see small details and things clearly beyond arms’ reach.
  • Hearing requirements: constant need to speak on telephone and/or two-way radio, respond to general public and converse with staff. Ability to hear fire alarms and emergency equipment.

Our Company
Auberge Resorts Collection is a portfolio of extraordinary hotels, resorts, and residences. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine, innovative spas, and gracious yet unobtrusive service. With 21 one-of-a-kind hotels and resorts, with 7 in the announced pipeline, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations. Please visit aubergeresorts.com to learn more about our Collection. Follow us on Linked In, Facebook, Twitter, and Instagram: @AubergeResorts and #AlwaysAuberge.

Our mission is to be the best-loved manager of one-of-a-kind luxury properties and experiences. Auberge is a family of intimate, one-of-kind hotels and resorts that define an approachable style of luxury in both product and service that resonates with the curious modern traveler. Passionately local, experience-led, romantic, and stylish, these hotels hum with a vibrancy that is both refined and relevant.

A century ago, Calistoga was a town centered around its bubbling natural hot springs and the beautiful weather of the Napa Valley. Today, it’s a bucket-list destination for ardent wine lovers, foodies, and wellness seekers for its particularly enviable version of the “good life.” Solage was created to reflect its hometown spirit, drawing visitors as well as area vintners who come here after a day in the vineyards to relax over a glass of wine or a craft cocktail and connect.

What Else?
At Auberge, we are passionate about our mission to be the best-loved operator of one-of-a-kind luxury properties and experiences.  We are storytellers and story-makers, delivering simple pleasures and creating unforgettable memories.  Born in Napa and inspired by the most relaxing places in the world, we prize simplicity, comfort, and beauty.  Whatever role we play in Auberge, and wherever we work, we all live by the view that our core purpose is to enrich people’s lives. 

The successful candidate will have a general understanding of Solage, the Hospitality industry and this position.

If you feel that our approach is aligned with your own passions and beliefs, then please talk to us about becoming part of our family.


Auberge Resorts LLC is an Equal Opportunity Employer, M/F/D/V. Auberge Resorts LLC provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Auberge Resorts LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

 

Department: Sales & Marketing
This is a non-management position
This is a hourly positions position

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