Event Design Coordinator - Full Time - Non Exempt

Basic Job Function:

Perform administrative assistance for the Associate Director of Event Design. Coordinate with vendors involved with wedding, social, and corporate events in checking product availability, pricing, and scheduling installs and breakdowns. Oversees revenue posting for Sea Island Events and processes invoices for preferred vendors. Promote the Sea Island legacy of warm genuine hospitality while upholding and ensuring compliance with all company and departmental policies and procedures

Use of Company Vehicle:  Designated to drive a company vehicle

Minimum Requirements:

• Minimum two (2) years of administrative experience
• High School Diploma or equivalent credentials
• College degee preferred
• Excellent communication skills, both written and verbal
• Valid Georgia Driver’s License
• Must have a favorable driving history
• Company policy requires that one must be 21 years of ago or older to drive a company vehicle
• Proficient in Windows XP and Microsoft Office software applications such as: Word, Excel, and Outlook
• Proficient with peripherals, copier, fax, telephone and calculator
• Minimum typing skill of 25+ wpm preferred
• Must pass: Typing, Telephone Message Taking, and Customer Service skill testing
• Must have ability to courteously present information to people in one-on-one and group situations
• Consistently aspires to fulfill our core Company values (Respect, Integrity, Passion, Teamwork, Accountability, Caring, Loyalty & Trust)
• Exhibits the Sea Island Five-Star Behavior Standards with guests, members and co-workers
• Must possess a positive attitude and have the ability to work with a variety of people and in cooperation with coworkers efficiently and effectively
• Must be detail oriented and able to manage competing priorities and multiple deadlines in a fast paced environment
• Ability to easily adapt to organizational and environmental changes
• Must be flexible to working days, early mornings, evenings, weekends, and holidays
• Report to work at the scheduled time, neatly groomed and in compliance with company Dress Code Policy

Tasks/Responsibilities:

• Coordinate installation and breakdown schedule of all events with vendors.
• Assist with vendor confirmations weekly.
• Manage production timelines and attend production meetings on behalf of event designer
• Assist Associate Director of Event Design with aspects of calendar management, planning meeting preparation and client follow-up by proactively maintaining office schedules
• Manage setup and production schedules based on room availability
• Process all necessary revenue through MICROS and billing through Adaco.
• Monitor entire invoicing process including Adaco requisitions and monthly accruals
• Maintain professional coorespondences and communication on behalf of Event Design team
• Coordinate in advance with other departments for specialty event design installation
• Assist with entertainment confirmation as needed.
• Record and track total revenue from each event by way of invoice sheet and profit loss statement
• Maintain Event Design I-drive database to include updated imagery, pricing, and templates as requested by Event Design team
• Support the Wedding team with overflow production of paperwork to include Banquet Event Orders, Resumes, and Contract processing.
• Maintain a thorough knowledge of current guest services, activities, dining options, shops, local attractions, and historical information regarding Sea Island and the surrounding area to answer any questions guests may have to the best of one’s ability
• If applicable, complete a Guest Problem Resolutions (GPR) form on any issues (solved or unsolved issues) and follow-up on issues as needed (if computer access is not available give information to admin support)
• Maintains cleanliness and organization in all work areas
• Uphold appropriate departmental standards of quality/timing
• Uphold and ensure compliance with all company and departmental policies and procedures
• Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately
• Attends all scheduled employee meetings and brings suggestions for improvement
• Willing and timely execution of other duties as delegated by leadership

Physical Requirements:

• Ability to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periods
• If applicable, must have the ability to work for e