CATERED EVENT PLANNER

Job Summary:

Responsible for booking, coordination and follow-up of external catered events held at Heritage Park.

Duties and Responsibilities:

• In conjunction with the other Catered Event Planners and Catered Events and Sales Assistant, responds to client telephone and email inquires received for prospective booking of facilities.
• Maintains accurate schedule of facilities and event reservations.
• Arranges for and conducts site tours of facilities. Uses judgement in determining amount of potential business and assigns appropriate level of time.
• Accurately assesses event needs and requirements.
• Plans and organizes event and makes necessary arrangements for food, entertainment, security, transportation and equipment, etc. with other departments.
• Actively upsells the Park’s diverse business streams to maximize revenue opportunities.
• Understands and communicates Heritage Park guidelines/policies.
• Prepares correspondence and catering contracts, with a high degree of accuracy and confirms bookings with appropriate individuals or departments.
• Maintains continuous business relationships with both prospective and existing clients; corresponds regarding event details, upcoming deadlines, client queries and change requests.
• Coordinates the collection of initial and second deposits.
• Attends necessary meetings on a weekly basis.
• Responsible for arranging and confirming follow-up letters for third party entertainers and services as requested by client.
• Produces first draft catering contracts no later than ten days prior to the event, unless otherwise authorized by the Manager, Catering and Sales.
• Produces accurate change order documents to ensure other departments are informed of event changes after the first draft of catering contracts have been completed.
• Sends out post event follow-ups by way of sending out thank you letter, survey and rebooking (if required).
• Additional responsibilities and duties may be assigned.

Education andExperience:

• Post-Secondary Education in business, tourism or hotel management or equivalent industry experience. Must be computer literate and knowledgeable with Microsoft software.

• Approximately 4 years experience, specifically in the food and beverage industry as it relates to catering and banquets.
• Knowledge of Caterease software would be an asset.

Skills:

• Successful candidate will have outstanding interpersonal skills and a keen attention to detail.
• Additionally, the ideal candidate will be adept at negotiation and problem solving, highly organized and provide excellent customer service.
• The ability to communicate effectively and translate leads into sales is also critical to this role.
• Confident, goal-oriented self-starter who is comfortable to work independently and also as a part of a team in a highly collaborative work environment.

Special Clothing and Equipment:

Business dress is appropriate. As walking is required, comfortable footwear is recommended.

Special Working Conditions:

All venues at Heritage Park are separate from one another and have seasonal variations in their use. Therefore, historical and operational knowledge of the Park and all facilities is an asset.