Benefits:
Bonus based on performance
Flexible schedule
FULL TIME
Company Description:
Oyster Bay Yacht Club is a coastal-casual designed club intended to be the center of life in the community with monthly activities and events. The Oyster Bay Yacht Club boasts a full-service bar with dining room, wide-covered verandas and a swimming pool with expansive views of meandering waterways and Cumberland Island.
Oyster Bay Yacht Club and Harbour offers Marina Slip and Social Memberships in a private-club atmosphere.
Purpose: To assist & work in conjunction with Events Manager & Front of House Manager in providing a first-class experience to club members and their guests, as well as private event guests.
Essential Functions and Responsibilities: Responsibilities include assisting Events Manager with initial contact for sales, process of contracting, event planning, and execution of weddings and special events held at OBYC as well as assisting Club Managers in maintaining daily operations of club.
Job Responsibilities: ·
Qualify initial special event inquiries received via OBYC website, WeddingWire, TheKnot, direct email, & phone inquiries and send introduction packet, follow up in a timely fashion after initial inquiry if no indication of delivery. ·
Complete paperwork needed for tours given to prospective clients by Events Manager ·
Maintain Preferred Vendor Relationships, and Required Vendor Insurance Documentation. ·
Coordinate & assist in the holding of Tastings/Planning Meetings prior to special event date; request food tasting selections, create Tasting Event Orders, and distribute to key staff, create all documents used during these planning meetings. ·
Following Planning meeting, create final Banquet Event Orders, Estimated Invoice, Detailed Timeline, and Seating Diagram to send to client as well as any additional collateral discussed in meeting. ·
Assist with distributing fully executed Banquet Event Order to key staff once client & management have signed, process any payments when and if applicable ·
Create and maintain Event files, gathering information as it arrives from client, member, guests, Vendors etc throughout the entire planning process. ·
Prepare and assist with finalization meeting for Event Week; develop log of clients’ personal items and placement in club on event day, update timeline, diagram, BEO, and all other collateral with most up to date information.
Create all event day collateral, including buffet signage, bar signage, and any additional collateral client requests the assistance of, I.e., seating chart signage, taxi signage, favor signage, etc. ·
Assist in Coordination of the Event rehearsal. ·
Event Day: Meet and exceed client's needs and expectations, assist with placing client’s items in designated areas in Club House, follow timeline checking on vendor arrivals, help facilitate the flow the event from start to end of day with all outside vendors, clients, guests, and in house OBYC Staff. ·
Conclusion of Event: Gather Clients personal items, place cards in manila envelope, pack any personal items in boxes, bags, etc., pack cart with items, gifts, and hand deliver manila envelope with cards to designated individual, assist them in packing personal items in vehicle, assist with any special exits, ensure vendor cleanup and departure is completed in a timely manner. ·
Assist Club management in daily operations of club including but not limited to: communicating with staff, contacting vendors, communicating with members in regards to reservations or any other needed assistance. ·
Social Media: Maintain all the Yacht Club’s social meeting accounts including Instagram, Facebook and Pinterest.
Create and publish all social media postings for weddings and member events in hopes of promoting the image of the club for both event sales and membership.
Member Events: Assist in the creation of concept ideas for member events, including reaching out & arranging speakers/ activities. Assist in the making of banquet event orders, constructing the member event invite and distributing event emails to all club members, create all member event collateral including staff paperwork & food/ beverage signage. Help ensure event is set-up, running smoothly during duration, including the needs of the members & event speaker/ activity are met. Also includes the setup of monthly member event nights, including Bingo. ·
Manage The decor room and decorations for Events, both Outside events and Member Events.
| Working Conditions: Work is done both indoors and outdoors on Oyster Bay Yacht Club property and clubhouse.
| Physical Requirements: Must be able to lift and carry trays of food and beverages safely and smoothly, demonstrating balance. Must be able to assist in room sets and room reconfigurations. Employees will lift 20 – 25 lbs. frequently and up to 50 lbs. occasionally, including dining room chairs and tables, living room furniture (with assistance), and boxes of supplies. Must be able to stand and/or walk for extended periods of time (8-10 hours) without sitting or resting. Must be able to utilize staircases.