Special Events Coordinator
University of Michigan 388 reviews - Ann Arbor, MI

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Job Summary
Responsible for maximizing sales opportunities and profitability for University Unions facilities and catering by selling and booking events/banquets, and coordination of a wide range of events to include but not limited to, meetings, conferences, special events and student events. Plan food and beverage, and support services to accompany those events. When appropriate, attend the special events to ensure smooth execution. Guest satisfaction is of utmost importance therefore communicating with our clients and staff is key to this position. Assist with supervision of support staff. Support office operations as needed. Responsibilities*
Create detailed contracts/BEO's for events to clearly and accurately communicate all services which support these events including but not limited to food service, audio-visual, room set-up, linens, florals, rental equipment etc. When necessary, purchase and/or rent event-related items.

Facilitate payment for event-related items and reconcile P-card statements on a monthly basis.

Respond to phone, e-mail and on-line request for rooms. Respond to inquiries and concerns of customers. Offer accurate information to visitors on facilities, policies, rates, procedures and events. Be familiar with campus and University Unions facilities and be able to assist clients and guests as needed.

Maintain a positive attitude with clients and other staff members. Provide assistance in a professional, courteous and helpful manner. Maintain professional dress and appearance standards.

Effectively communicate customer requests and event requirements with operations and food service departments in a timely and efficient manner, and act as a team member with operations and food service staff in planning and facilitating events.

Exercise diligence in updating contracts to reflect added billable items, price changes and customer driven changes and in ensuring signatures and funds are received within appropriate timelines.

Assist with yield management efforts to maximize room usage and make sales calls to attract new or regain clients.

Serve as "Manager on duty" when requested.

As a member of University Unions and the Division of Student Affairs, serve on various committees and work teams as requested, attend and participate in staff training and professional development opportunities, and become familiar with the missions of the organization. Required Qualifications*
Bachelor's degree, preferably in hospitality management or an equivalent combination of education and experience.

Minimum of 1-3 years of hotel catering/convention services or comparable experience.

Extensive knowledge of catering sales, room set logistics and food & beverage as it relates to menu planning.

Basic knowledge of audio-visual equipment.

Demonstrated attention to detail and be able to handle a fast paced environment.

Strong skills in verbal and written communication, social perceptiveness, persuasion, coordination, critical thinking, service orientation, judgment and decision making, teambuilding, problem solving and personnel management.

Solid working knowledge of Window's operating systems and Microsoft software (Excel and Word) with appropriate keyboarding skills.

Outstanding customer service, interpersonal communication, teambuilding and problem solving skills.

Ability to recruit clients and effectively sell University Unions Event Services and Catering

Ability to work a flexible schedule as occasional night & weekend hours will be required. Desired Qualifications*
Familiarity with EMS scheduling software & Meeting Matrix or other room layout software

Working knowledge of conference planning and student event planning.

Some institutional or commercial knowledge in the preparation and serving of food.

Have experience at a similar size and quality facility.

Reasonable knowledge of University policies and procedures.

Knowledge of purchasing card use and reconciliation

Strong sales experience

Experience with recommending wines/wine-pairing.

Understanding and experience working with college students

Leadership capabilities

About this company
388 reviews