We are experiencing an exciting phase of growth at The Drake + are thrilled to introduce a Jr. Event Coordinator Role with the Drake Hotel Special Events team. This role will provide candidates with the opportunity to build their communication + administrative skills, guest relations + event coordination skills.

Our ideal candidate will possess a combination of skills + experience that include a proven track record of providing a superior hospitality experience in similar high-volume environments. They will demonstrate a passion for hospitality + an eagerness to grow their experience in guest service, sales + special events.

ROLE OVERVIEW:

Reporting to Sr. Manager, Event Sales + Operations, the objective of the Jr. Event Coordinator is to coordinate and execute small to medium sized events, while supporting the special events team with administrative duties. They will receive client files once confirmed via Event Sales Manager and ensure that a smooth/clear transition from sales to coordinator takes place in a timely fashion. Upon securing of business, clear communication must be practiced with all departments to ensure extraordinary execution. The Jr. event Coordinator’s role supports the special event team with all administrative tasks, while ensuring managing their own event portfolio. The Jr. Event Coordinator must ensure that their events are executed smoothly with client needs/wants/concerns being addressed and mitigated accordingly. They are responsible for ensuring that every booking is an operational win by ensuring timely + thorough communication occurs inter-departmentally, and that Drake Services standards and best practices are being adhered to at all times.

As an ambassador of Drake Hotel Properties, they are expected to greet all guests with enthusiasm, be well informed in all aspects of our offerings, and provide our guests a world-class experience. The ideal candidate has a passion for hospitality and is eager to build on their experience, as well as best practices in guest service, coordination, and event sales.

PRIMARY ADMINISTRATIVE RESPONSIBILITIES:

Provide support to the Special Events team, including:

• printing event runsheets, designing + printing menus in Imenu Pro,
• post-event reconciliation, event organization, market-research, pulling reports,
• updating picklists, creating group blocks in Tripleseat and Opera + managing group blocks
• conduct regular sweeps in sevenrooms and Tripleseat to ensure bookings are accurate + aligned with restaurant policies
• distribute weekly staffing needs + BEO’s
• assist with development of targeted client mailing lists and manage the client data base
• develop + demonstrate a high-level of brand knowledge + expertise by asking questions + seeking clarity
• assist with on-site event coordination at The Drake Hotel on Queen St W
• embody the spirit of community-building by creating memorable moments for guests

PRIMARY COORDINATION RESPONSIBILITIES:

• coordinates all catering needs, conference service activities and client specifications to deliver smooth execution of meetings and events.
• respond to large party dining + bottle service leads and facilitate full coordination
• responsible for maximizing food and beverage revenues from assigned groups by solicitation of affiliate business and up selling.
• work with Event Specialists and Sales Managers to improve and uphold consistent event coordination standards
• attend weekly BEO Meetings with culinary, operations and AV team
• attend weekly Operations Meetings and share sales updates, upcoming events, feedback, issues and relevant information
• responsible for the creation of run sheets for each event
• print menus and labels for special event groups
• maintain contact and effective communication throughout the planning process to ensure the highest level of guest satisfaction for all clients
• ownership of event staffing needs including; servers, bartenders, support staff, AV techs and security
• accountable for all rental and equipment needs via Rental Partners
• conduct event briefings with all staff and management, onsite and prior to event
• be present at all events and act as clients point of contact or Brief MOD accordingly
• work with the events staff to set up the event and liaise with the Operations Team for seamless hand-off to close the event
• handle final billing and reconciliation of full event
• client thank you cards, survey and warm referral offering
• enters all new menus and pricing updates in TripleSeat/ Opera
• meticulously update event files as necessary with decor information, timing, vendor information, menu selections & special requests should anything change
• create + update event coordination training resources
• leads as an example, and follows all property best practices and procedures exactly (including set up and tear down)
• all Special Event member must support answering all incoming phone & email inquiries in a polite and timely manner
• conducts site inspections showing events spaces and guestrooms with in-depth knowledge of Drake ethos + space capabilities
• monitor sales collateral + menu offerings to ensure that they are accurate and current
• liaise with Sales + Event Specialist to create necessary packages, blitzes + outreach programs to ensure that the sales pipeline is always active
• assist Special Event team member with tours, package information, capacity information + recommended vendor information as requested and as necessary to support the team

KEY QUALIFICATIONS:

• effective oral and written communication skills.
• professional presentation and recognized ability for persuasive sales.
• ability to set and execute high standards of performance.
• advanced organization and planning skills and the ability to respect tight schedules
• ability to work in a fast paced environment
• Working knowledge of Excel, Triple Seat, Opera, Silverware, Allseated and ImenuPro
• Event or hotel experience is a benefit

Special event employees may be required to work varying schedules to reflect the business needs of the properties and events.

WHAT WE OFFER:

We pride ourselves in providing strong leadership and development opportunities for passionate hospitality professionals who are looking to build rewarding, long-term careers. Drake offers a competitive compensation, bonus, and benefits package, training programs and other unique perks, as part of joining our team.

The Drake Hotel is an equal opportunity employer. We are committed to fostering a positive, supportive, and creative environment at Drake Hotel Properties that promotes equity, inclusiveness and diversity. We welcome job applications from candidates of all backgrounds including, but not limited to, BIPOC (Black, Indigenous, People of Colour); refugees, newcomers, and immigrant persons; two-spirit, LGBTQ+ and gender non-binary persons, and persons with disabilities. Please advise us of any accommodations needed to ensure you can access and complete the submissions process.