Meetings and Special Events Coordinator - Langham Huntington Pasadena

About Langham Hospitality Group
    A wholly-owned subsidiary of Great Eagle Holdings, Langham Hospitality Group (LHG) comprises a family of distinctive brands, including The Langham Hotels and Resorts, Cordis Hotels and Resorts, Eaton Workshop and Ying’nFlo. With over 40 hotels and residences in operation or development, LHG has a global footprint that extends across Asia, Europe, North America, Australasia and the Middle East.

  The Langham Huntington, Pasadena, Los Angeles is located in Pasadena, California, in the heart of an upscale residential neighborhood bursting with historic gems like Albert Einstein's former residence and famous film locations including the homes from Mad Men and Father of the Bride.
  Just up the street you'll find Pasadena's vibrant shopping and entertainment district boasting theaters, boutiques, incredible restaurants and world-class museums. And the hotel is just a short drive from the rest of Pasadena's must-see spots including the Rose Bowl stadium, The Huntington Library, Descanso Gardens, Kidspace Children's Museum and much more.
  Check out what’s nearby, or inquire with our concierge team for recommendations on what to see, eat, and do in Pasadena and nearby Los Angeles.    

DEPARTMENT: Conference Services
JOB TITLE: Events Coordinator
REPORTS TO: Assistant Director of Catering and Event Sales
SUPERVISES: n/a

PRIMARY OBJECTIVE OF POSITION:
The primary responsibility of the Events Coordinator is to provide secretarial and clerical support to the Events Managers within the department in order to effectively serve the needs of hotel clients.
RESPONSIBILITIES AND JOB DUTIES:
• Create and amend all turnover files (physical and digital).
• Coordinate, setup and attend Pre-Cons with name tents, pickup report, resumes, BEOs.
• Assist Events Managers in identifying available space and coordinating conference agenda and banquet event orders.
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Promptly and politely answers incoming phone lines by the 3rd ring in a clear and pleasant manner. Responds to caller inquiries, exercises decision making skills to direct caller requests and accurately transfers calls or records messages for the staff and distributes written messages to the staff member's office in a timely manner.
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Works with all departments to coordinate any special needs/request of clients including site inspections.
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Oversee the room block only groups as needed.
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Accurately, and in a timely manner, completes typing of dictation and handwritten materials such as but not limited to thank you letters, amenity cards, introduction letters for new groups, prepare menus for clients, assist with resume updates, Banquet Event Orders (BEO), etc. as requested by assigned Events Manager(s).
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Pick up and review banquet checks on a daily basis.
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Accurately completes distribution of BEO's, 12 day report, in-house reader board, change log, site sheets and on a daily basis using the correct office procedure
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Assist Events Managers in greeting the group contact upon arrival and go over last minute details. Act as on site contact for in-house events
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On a daily basis, completes photocopying, files and filing as required to maintain up-to-date files and outgoing mail in accordance with internal audit procedures.
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Assist Events Managers with attending client meetings and entertainment as needed.

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Support other departments when necessary.
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Completes and processes various forms such as check requests, registration form, purchase orders, etc. as required.
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Attends the department's monthly Events Meetings as well as participates in other committee/ project groups as assigned.
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Participates in a rotating work schedule for late night office coverage based on business demands.
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Maintains an appropriate personal appearance based on dress code standards set by the hotel and the department.
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Adheres to all hotel policies and procedures in the performance of duties.
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Maintains an orderly, safe, and efficient work area.
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Completes other projects and duties as assigned.
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Reports to work as scheduled and on time. On time means in proper uniform and at appropriate work location ready to begin work.
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Notifies Events Managers or Assistant Director of Catering and Event Sales in advance when unable to report to work or if going to be late.
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Obtains prior permission from the Events Managers or Assistant Director of Catering and Event Sales for planned absences such as vacation days.
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Delphi updates / maintenance of menu items and pricing.
 

PHYSICAL DEMANDS:
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Requires walking, sitting, or standing to a significant degree.
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Ability to lift 20 lbs.

SPECIAL SKILLS REQUIRED:
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Excellent telephone skills and manners, ability to interact with fellow employees and clients of the hotel, both via phone and in person.
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Working knowledge of Microsoft Office.
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Prior knowledge of Delphi, Social Tables and Property Management System preferred.
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Ability to read, write and speak the English language, using excellent grammar and communication skills.
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Must be able to effectively work with a variety of internal and external customers and staff.
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Ability to work flexible schedule to ensure event coverage.
 

EDUCATION REQUIRED:
Any combination of education and experience equivalent to graduate from high school or any other combination of education, training or experience that provides the required knowledge skills and abilities. High school diploma required.
EXPERIENCE REQUIRED:
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Previous luxury hotel experience preferred.
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1-2 years experience in an administrator position preferred.
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1-2 years experience in a Food & Beverage or Catering environment preferred.
LICENSES OR CERTIFICATES:
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No special license required.
 

SALARY RANGE: $29.00 - $32.00 PER HOUR