• Fairfield Inn & Suites Nashville Downtown/The Gulch, Event Manager

    Event Manager

    Our Culture:

    Vision Hospitality Group is a highly entrepreneurial company limited only by our imagination. Teamwork is a major aspect of our culture.  Our property teams are a highly team focused groups, that work closely together to ensure our guest, product and services are the best. Successful team members are continuously seeking opportunities to learn and pass on new knowledge. We are always striving to be better, are never bored and never complacent. Our teams thrive on hard work, diversity and producing outstanding guest experiences. We endeavor to make our employees comfortable so they can engage unhindered. Finally, giving back to the community is also a keystone of our culture. Most team members volunteer in some form or fashion and are given the opportunity to participate in volunteer/non-profit work.

    Job Description:

    Events managers are responsible for coordinating group room blocks along with selling and servicing on property meetings and catered events. Proactively soliciting and managing catering-related business opportunities to meet and exceed personal and team related revenue goals. Prepares all event documentation and coordinates with sales, operations and the client to ensure consistent, high level service from pre-event, event and post-event phases. Ensures groups and events have a seamless and timely transition from sales to operations and then back to sales. Recognize opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events. Must support the service and relationship strategy and drive customer loyalty by delivering service excellence throughout each customer experience.

    Job Requirement Qualifications:

    Education/Experience: High School diploma or equivalent. Two years work experience in sales and event planning experience required. Special consideration will be given to those who exhibit exemplary performance. Brand Specific Certification will be required based on the level of involvement in daily sales activities. Sales Pro or other Vision specified administrative Sales operational systems required for reporting and monitoring of daily task performance.

    Certification and/or License Requirement: Alcohol awareness certification as required by local or state government agency. CPR, First Aid & MSDS as required by Vision Hospitality Group Inc.

    Job Requirements:

    • Complete all required brand specific training
    • Complete all required Vision University training
    • Complete all required health and safety training
    • Adhere to all Vision Hospitality Group, Inc. and property specific brand standards
    • Perform any other duties as requested by management to aid in better operation of the hotel and service to the guests 
    • Proactively solicit new business through teleprospecting, cold calling and networking events.
    • Book definite and tentative business to meet and exceed budgeted group room and catering revenues. 
    • Establish & maintain procedures for creating new and maintaining existing group business. 
    • Arrange and conduct special events, site inspections and off-site presentations for potential clients. 
    • Produce and review all sales contracts, rate agreements and event orders while monitoring and handling inquiry calls and provide client proposals in accordance with established departmental policies and procedures. 
    • Turnover phone call with follow-up email to make introduction to the client at file turnover to the sales coordinator.
    • Answering email inquiries, voicemails and phone calls. 
    • Liaise with clients to identify their needs and to ensure customer satisfaction. 
    • Propose ideas to improve service, guest experiences and event quality. 
    • Build group room blocks in PMS system and set-up billing.
    • Communicate reservation methods to the client to include call-in, rooming list, online, etc.
    • Make reservations and send confirmation numbers to the client while keeping them updated on cutoff dates, attrition and any contractual obligations.
    • Monitor group pick-up and wash group blocks as needed.
    • Create Resumes and BEOs in a timely manner to be distributed to operations and reviewed during weekly and daily BEO meetings. 
    • Coordinate events while managing all project delivery elements within time limits. 
    • Manage all event details such as group room blocks, decor, catering, entertainment, transportation, AV, etc. 
    • Greet client each day of event and ensure their needs are being met.  
    • Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
    • Conduct pre- and post – event evaluations and report on outcomes. 
    • Sends correspondence to follow up on sales activities on a regular basis. 
    • Review bill for accuracy and send to client for final payment. 
    • Responsible for knowing what the property has to offer; must have knowledge of menus, set-up options and hotel room rates and occupancy, other amenities, area activities, etc. 
    • Produce monthly sales-related reports and sales forecasts. 
    • Responsible for fast and efficient functionality and exceptional guest service. 
    • Assures an environment which emphasizes cooperation, communication and teamwork with all departments 
    • Performs additional duties as outlined by the Director of Sales & Marketing and General Managers. 
    • Assists on special projects, as required. 

    Physical Requirements:

    • Be able to bend, reach, kneel, push, and stretch and lift and/or carry up to 25 pounds
    • Can stand/walk on feet for 8 hours and work in a restrictive space/environment
    • Must have eyesight enabling vision both near and far
    • Must be comfortable using a step stool or ladder
    • Must be able to use/lift arms for up to 8 hours
    • Must be able to handle heat and stress
    • Have finger dexterity for operating equipment
    • Must speak in a clear, understandable voice, hear at a basic level, and understand English
    • Must be able to write
    • Must be able to handle heat and stress.
    • Must be comfortable using a step stool or ladder & be able to use/lift arms for up to 8 hours.
    • Adhere to all Vision Hospitality Group, Inc. and property specific brand standards.
    • Must have knowledge of Various Brand Systems: Sales Pro, MGS, OnQ Sales & Rate and Inventory system, PMS reservation systems, and have basic computer skills with knowledge of such programs as Microsoft Word, Excel, and have on-line experience.
    • Keep confidential the business functions of the company including, but not limited to, financial status, customer/guest information, employee issues, etc.

    Necessary Skills:

    • Keep confidential the business functions of the company including, but not limited to, financial status, customer/guest information, employee issues, etc.
    • Must be responsible for safety and security of guests, fellow employees and hotel assets
    • Have knowledge of fire alarm system and evacuation procedures
    • Have dependable transportation available
    • Able to communicate effectively in writing, verbally, and in person
    • Able to work a flexible schedule. We are a 24/7 business which may require work availability of nights, weekends, and holidays
    • Is organized, honest, works well with others, and has an outgoing personality
    • Maintain a clean and attractive work area, uniform, and person
    • Able to work with people from diverse cultures and backgrounds