Client Management
• Coordinate details for group and social events as assigned.
• Make initial contact and maintain ongoing contact with the group planner to schedule all food & beverage functions, meeting space, transportation, lodging, and other needs.
• Respond to client emails, phone calls, text messages, and other correspondence in a timely manner, and greet all group contacts upon arrival to meeting and function rooms.
• Participate in and host client site visits and tastings.
• Build and maintain strong client relationships that encourage repeat and referral business and reflect the Montage standard of anticipatory, personalized service.
• Troubleshoot guest problems with discretion and good judgment; answer questions and concerns, following through with a resolution or referring to the appropriate manager.
Event Planning & BEOs
• Plan banquet services, menus, and activities, and up-sell services and products.
• Coordinate Banquet Event Orders (BEOs); compile and distribute completed group BEOs and revisions in a timely fashion.
• Check upcoming BEOs for accuracy, complete floor plans, and ensure all special orders are completed.
• Schedule pre-convention meetings with department heads and the client when required, and coordinate appointments, meetings, rentals, and specialty items for events as required.
• Communicate event details, revisions, and special requests clearly and promptly to all operating departments to ensure seamless execution.
On-Site Execution
• Lead the on-site team in event set-up and breakdown.
• Attend and assist with execution of event-day activities, such as checking on vendors and providing additional assistance to clients and guests.
• Conduct post-event follow-up, gather client feedback, and share recognition and opportunities for improvement with the team.
• Support health, safety, sanitation, and responsible alcohol-service standards throughout event execution.
Forecasting & Billing
• Interpret department goals and forecast for assigned groups, supporting group revenue targets through accurate detailing and upselling.
• Follow up on group contacts and final details, including final billing and payment.
• Ensure all billing is complete for the group/event.
Administration & Team
• Maintain knowledge of all hotel services, features, and hours of operation.
• Assure all incoming and outgoing correspondence is properly typed, received, mailed, and/or filed as required.
• Maintain the confidentiality and security of specified information, correspondence, reports, and files.
• Partner and work closely with other departments, including Banquets, culinary, food & beverage, Front Office, Security, Compass, spa, and other hotel departments as required by the programs assigned.
• Execute special projects with minimal supervision and perform miscellaneous tasks upon request of the Director and senior leadership.
• Attend designated meetings and all scheduled training sessions as directed.
• Maintain a professional working environment, and maintain and support Montage Big Sky's values and mission.
