Events Manager

Excellent Service is at the heart of what we do here at Spanish Peaks Mountain Club. Our team knows our associates are our best asset, and we treat our associates as we do our members: with kindness, humility and respect. Spanish Peaks is a private community situated on 3,500 acres nestled at 7,700 feet in stunning Big Sky, Montana. We are about 40 miles away from Bozeman, Belgrade, and West Yellowstone, Montana.

SUMMARY

Under the Supervision of the Clubhouse Manager and the Director of Food and Beverage, professionally and accurately coordinates and manages the activities of the Club’s various departments for corporate, social and special events as assigned. This position is a salaried position and must be able to work flexible hours including nights, holidays and weekends. This position is a highly visible, “hands on” planner, who is expected to engage members and guest throughout all private and organized Club events. The associate in this critical position is detailed, creative, and motivated to focus on exceptional execution of Club and private member events to ensure members an elite experience. She/he will be the primary point of contact between the client and the Club staff from planning to follow up post-departure. Must contribute to a positive work environment.

ESSENTIAL FUNCTIONS

Job duties include; although are not limited to:

• Coordinate details for Group & Social Events as assigned.
• Make initial contact and maintain ongoing contact with group coordinator to schedule all food and beverage functions, meeting space, transportation, lodging, on and off site needs.
• Plan banquet services and menus, activities and up-sell services and products.
• Coordinate Banquet Event Orders (BEOs). Compile and distribute completed group BEO’s and revisions in a timely fashion.
• Schedule Pre-convention meetings with department heads and client when required
• Greet all group contacts upon arrival to the meeting/function rooms.
• Maintain knowledge of all Club services/features and hours of operation.
• Respond to members/clients in a timely manner
• Check upcoming BEO’s for accuracy, complete floor plans, and ensure all special orders are completed.
• Follow up on group contacts and final details – including final billing and payment.
• Attend designated meetings as directed.
• Maintain confidentiality and security of specified club information, correspondence, reports and files.
• Ability to partner and work closely with other departments including culinary, security, food & beverage, and activities associates.
• Execute special projects with minimal supervision.
• Troubleshoot guest problems, as appropriate, using discretion and good judgment.
• Answer questions and concerns, following through with a resolution or referring to the appropriate manager
• Participating in and hosting client site visits and tastings
• Attending and assisting with execution of event day activities such as checking on vendors, providing additional assistance to clients and guests
• Lead the onsite team in event set up and break down
• Scheduling appointments, meetings and coordinating rentals and specialty items for events as required
• Assuring all incoming and outgoing correspondence is properly typed, received, mailed, and/or filed as required
• Maintaining a professional working environment and performing miscellaneous tasks upon request of the Manager
• Ensure all billing is complete for group/event
• Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the club, which may include morning, evenings, weekends and holidays.
• Attendance at all scheduled training sessions and meetings is required
• Maintains and supports Spanish Peaks Mountain Club Values and Mission

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

• Must be able to speak, read, write and understand English
• Excellent verbal and written communication skills required
• Operating knowledge of Club software preferred (Jonas, Open Table, Pace Setter)
• Knowledge of Club catering operations required
• Strong customer service skills
• Knowledge of the local area is helpful
• Strong sales and negotiation skill set to suggestively sell menu items, beverages and wines
• Knowledge of current event trends
• Excellent telephone, interpersonal and organizational skills
• Ability to multi-task, prioritize and be well organized in a fast-paced environment
• Must have professional demeanor and have a friendly positive attitude
• Must have strong problem-solving skills, attention to detail and creativity
• Ability to be a clear thinker who can remain calm in pressure situations
• Ability to work with minimal supervision
• Ability to complete outside projects for clients. This may include but is not limited to coordinating audio visual needs, tours, transportation, functions off site, and other events while guests are on site, and prior to arrival.
• Familiarity with sales goals, interpreting budgets, P&L statements and creating client budgets

QUALIFICATIONS

• High School Diploma or equivalent required, Bachelor’s Degree preferred
• Must have intermediate skills with Microsoft Office products, Word, Excel, PowerPoint, and Outlook
• Extensive knowledge of food and beverage products, proper preparation, presentations, and operations.
• Must possess basic computer skills
• Valid U.S. Driver’s License with good/clean record

PHYSICAL REQUIREMENTS

• Position requires walking and standing most of the working day; must be able to stand and exert well-paced mobility for up to 6 hours. Must be able to lift up to 25 lbs. Must be able to bend, stoop, squat and stretch to fulfill tasks. Requires manual dexterity. Events may be held in a variety of environmental conditions and task may be performed indoors or outdoors. Associate is responsible for proper attire to stay comfortable in all weather conditions.

BENEFITS

• Competitive Health, Dental, Vision Insurance Options
• 401k eligibility and bi-weekly match
• Discounted Employee Housing
• Paid Time Off
• Other voluntary insurance benefits available
• Company paid employee life insurance, short term disability, and long term disability
• Discounts to over 1000 retailers through ADP LifeMart and Expert Voice
• Free transportation to and from the Club