About our Company
We are actively seeking an energetic, organized, and experienced Meeting Producer to join our team. The Meetings Producer both sells and coordinates all activities associated with in-house meetings and conferences, ensuring a seamless experience for our guests. This individual would own the group meeting process from initial client contact to executing the contract, to overseeing their event the day of.
General Duties and Responsibilities
Work closely with the event sales team in regard to turnover and group information.
Responsible for coordinating and overseeing all in-house hotel functions and ensuring open inter-departmental communication, so as to ensure all client needs are consistently met and standards of service maintained.
Work closely with vendors for catering events.
Creatively up-sell services and food for all events.
Generates Banquet Event Orders.
Generates Group Resumes when needed.
Generates function room diagrams.
Utilize the Delphi system for accurate blocking of events, groups, traces, and generation of BEO’s.
Obtain guarantees for food and beverage functions.
Check Delphi Daily and Weekly reports.
Obtain necessary approvals/permits/insurance certificates for events that are required.
Chair pre-conference and post-conference meetings.
Attend daily BEO meetings.
Communicate all group information/changes to existing information to appropriate hotel colleagues in an accurate and timely manner.
Entertain clients, as appropriate.
Maintain an active trace system for all assigned groups.
Audit banquet checks for assigned groups.
Contract business with approved vendors, as appropriate.
Approve payment and provide backup for contracted vendor business.
Coordinate all aspects of events as assigned by the Director of the department to include (but not limited to): food and beverage requirements, floral/décor requirements, timing of events, A/V, room type allocation, amenities, room set-up specifics, group transportation, bag pulls, room drops, luggage storage, billing instructions, security requirements, and all other specialized requests
ESSENTIAL FUNCTIONS:
Receive and respond to incoming telephone calls in accordance with The Line and assist with overflow calls for Sales & Marketing, Food & Beverage, and Executive Office.
Prepare accurately written correspondence including letters, contracts, reports, banquet event orders, schedule of events, printed menus, and e-mails using MS Word, Excel, PowerPoint, Opera, and E-Mail.
Maintain Opera accounts, including traces, creating and updating bookings, manipulating events in the function diary and the preparation of Banquet Event Orders.
Facilitate all aspects of the internal Line Hotel Meeting Program under the guidance of the Catering Sales Manager
The complete distribution of Catering correspondence to the hotel operating departments as required. Examples: Amenity Cards, Resumes, and Banquet Events Orders.
Maintain the various Catering file systems, both electronic and paper, including Account Files, Program Evaluation Database, Master binders for Banquet Event Orders, and Resumes.
Comply with The Line DC Hotel standards for sales and marketing, while working harmoniously and professionally with co-workers and Executive Committee.
Respond with compliance to the crisis management plan to any hotel emergency or safety situation.
Comply with The Line DC Work Rules and Standards of Conduct as set forth in The Guide Line.
NON-ESSENTIAL FUNCTIONS:
Periodically assist with front-of-house operations including greeting and directing guests, manning hospitality desks, and working with Banquets on ‘quick sets’ or teardowns.
Perform other tasks or projects as assigned by hotel management.
Maintain an inventory of all standard department supplies and printed materials, including but not limited to Catering Corporate and wedding packets, special menu cards and vellum.
In the absence of Catering Management, assist clients and seek out solutions to requests in a friendly, caring and helpful manner.
Perform all tasks in the absence of the Sales Coordinator.
Participate in scheduled departmental and administrative meetings as requested.
KNOWLEDGE AND SKILLS:
Education: College education preferred
Experience & Skills
o Excellent reading, writing and oral proficiency in the English Language.
o Previous catering, hotel, and/or related experience helpful.
o Excellent organizational skills;
o Excellent attention to detail;
o Ability to multitask;
o Able to handle a large volume of telephone calls in an efficient and courteous manner;
o Proficient in Microsoft Office, Internet, and Opera;
o Food and Beverage knowledge is a plus;
o Work well under pressure, requires multitasking and being a team player.
o Detail-oriented, well-developed organizational skills, and a strategic thinker.
The LINE DC thrives in being a diverse work environment. Consideration for employment will be based upon personal capabilities and qualifications without discrimination based on race, color, religion, sex, gender identity, age, national origin, disability, sexual orientation, or any other protected characteristic as established by law.
Compensation & Benefits
We offer competitive wages and benefits while fostering a diverse and inclusive work experience.
About our Brand
More than a group of hotels, The LINE is a creative community built around a sense of discovery — an exploration of a building, a neighborhood, and a culture. From Koreatown in LA to Adams Morgan in DC to downtown Austin, each property is architecturally interesting and chosen for its location in emerging neighborhoods in compelling cities. LINE hotels are both reflective and responsive— shaped by the communities they are part of while also contributing something new to those places. LINE properties are a collaboration of the best local and out-of-town talent in design, food and beverage, arts and culture.