Event Coordinator

American freedom gained its foothold in Philadelphia – a fiercely independent spirit that remained to infuse its commerce, its culture, and its people. At the intersection of it all – the very vibrant Logan Square, now anchored by its namesake hotel, The Logan. The Logan inspires with a lively urbane flair and luxe aesthetic—a modern hotel designed as the beating heart of the city it calls home. The hotel makes a grand first impression—with its own collection of artworks, its subdued brand of stellar service, its unassuming luxury, and its warm and neighborly welcome. Confident and sophisticated, with an artful point of view. 

Our associates understand the needs and wants of our guests and can address them without hesitation.  They create a personalized experience for each person who visits The Logan and support one another in doing so.  If you have a passion for pleasing others, a get it done mentality, and are looking for an opportunity to make a difference every day by enriching the lives of others, The Logan Hotel may be for you.

We are currently seeking an Events Coordinator to join our amazing team!

POSITION FOCUS

The Event Coordinator assists in achieving customer satisfaction by performing administrative duties relating to guests, hotel communications and sales. This position is responsible for coordinating room blocks booked by the sales team, communicating information about these groups on resumes and working directly with customers to plan successful stays. The candidate will respond to telephone and in-person inquiries regarding reservations, hotel information and guest concerns.  The position is 5 days in-office and works a variable schedule based on demands, generally M-F during the slower season and T-Sa during the busy season.

• Manages room blocks by determining needs for customers, managing room block, updating systems accordingly and communicating to the hotel weekly.
• Support sales and event team by answering phones. Respond to all inquiries accurately, timely and in a professional manner.
• Type correspondence, reports and necessary forms i.e. contracts, as well as prepare proposals or other letters as directed.
• Coordination of group and wedding block business as contracted by the catering and sales manager/DOS. Contact and provide appropriate follow-up on all signed/contracted business within five (5) working days. Determine and coordinate all needs of the customer.
• Responsible for effectively communicating with the various departments to ensure that the meeting and related functions are executed to exceed the client’s expectations.
• Account Service and Management: Maintains well documented, accurate, organized and up-to-date file management in order to serve client and employer in the most expedient, organized and knowledgeable manner.
• Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.
• Work with sales personnel to achieve required sales team goals.
• Have current knowledge of hotel rates, strategies, discounts and promotions.
• Develop and effective communication and information system with the hotel team to disseminate details of upcoming group, meeting events and special events in the primary marketing area.
• Assist hotel with implementing hotel specific selling strategies.
• Promptly, the same day or by 10am the next business day, follows-up on all customers’ needs and inquires in an efficient and expedient manner
• Represents themselves and the hotel with the highest level of integrity and professionalism, a service focused approach and a caring, sincere attitude at all times.
• Exhibits a positive and involved team attitude to all hotel departments and maintains open communication with all co-workers for the best overall performance of the hotel.
• Display a neat, clean and business-like appearance at all times.
• Assists the Sales department with monthly luncheons, client events, etc.
• Conduct walk-in tours
• Create gift bags for guest traces, VIP’s, Hug’s, etc. Keep supplies stocked and on hand.

OTHER RESPONSIBILITIES

• All other duties as assigned, requested or deemed necessary by management.

SUPERVISORY DUTIES

­None

BEHAVIORAL FOCUS

At Sage, we pride ourselves on the behaviors that build our culture and help associates perform in their positions. We value integrity, performance, team spirit, growth, delivering extraordinary guest experiences, and engaging in our communities. We have also outlined specific competencies that contribute to success at Sage. Please review our competency models to understand the behaviors expected of different levels in the organization (you may find these models in our learning management system).

Education/Formal Training

High school diploma or vocational secretarial.

Experience

Previous sales, hospitality, and secretarial experience preferred.

Knowledge/Skills

• Ability to type 60 WPM, Microsoft Word applications: Word, Excel, Publisher and Powerpoint.
• Alphabetizing, grammar and punctuation skills. Standard business letter formats.
• Strong editing skills.
• Excellent hearing required for telephone inquiries and client and associate handling.
• Excellent vision required as contracts and letters are hand written, filing, using computer, checking diary.
• Excellent speech communication skills necessary to communicate clearly with customers and other departments.
• Excellent comprehension and literacy required to read manager's letters, help prepare contracts and proposals.
• Excellent attention to detail and multi tasking skills

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bending/kneeling - repeated bending and kneeling required while filing.
• Mobility - must be able to reach all areas of hotel to assist clients.
• Occasional standing.
• Occasional carrying and lifting of files and office items up to 25 lbs.