Conference Service & Event Manager

Ocean House Collection

Conference Service & Event Manager

A Collection Unlike Any Other

The Ocean House Collections includes 3 luxury properties. 

The Ocean House is a Forbes 5-Star property featuring 49 luxury guest rooms, 20 signature suites.  The Cottage Collection includes 10 privately owned vacation homes.  The Ocean & Harvest Spa is a 12,000 square foot Forbes Travel Guide 5 Star rated full-service health wellness spa. Over 10,000 square feet of indoor and outdoor meeting space. Up to 8 unique dining options during summer season including Coast, a Forbes Travel Guide 5 Star rated fine dining experience.

The Weekapaug Inn offers quintessentially New England accommodations that effortlessly combine casual comfort and luxurious furnishings. The Inn features 31 unique guest rooms and 4 two-bedroom signature suites. Farm-to-table dining utilizes the finest and freshest locally sourced ingredients, and inspired amenities and resort activities are designed to create extraordinary guest experiences. 

The Watch Hill Inn established in 1845, Watch Hill Inn carries with it a unique history marked by fame, natural disasters and, among all, resilience. Chic, minimalist decor intertwines with cutting edge technology like complimentary Apple TV, Netflix and an in-room iPad program that allows guests to order food and services to their door with the touch of a button.  The Inn features 21 suite style accommodations with unrestricted access to dining, amenities, and resort activities at both Ocean House and Weekapaug Inn.

Scope of Position

The Event Manager prepares all event documentation and coordinates with both the Sales team, Operations team and clients to ensure consistent, high-level service throughout the pre-event, event and post-event phases of property events. He/she ensures a seamless turnover from sales to service. The Event Manager recognizes opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events with superior service levels. The Event Manager serves as the event planner’s primary contact (following turnover) on property and is responsible for the guest experience.

Schedule Requirements

The operation is 24 hours a day 7 days a week, inclusive of all holidays.  While the company will make every attempt to create a work and life balance, all exempt team members may be required to work extended shifts and additional days based on business demands.  Working more than eight hours per day and more than five consecutive days as needed is an essential job function for all exempt roles.  Travel may be required and may include some overnight stays.  All exempt team members should be responsible for scheduling their time off.  The busiest of days during the season (Memorial Day through Columbus Day) are the weekend days from Friday through Sunday and on holiday weekends that are celebrated on Mondays, this can include Mondays.  All exempt staff must be aware and able to work all weekends; requesting time off for a holiday weekend may not and will likely not be granted.  The more flexible you are the more you can learn, grow, earn.

Key Relationships

Internal:  This position reports directly to the Director of Catering & Events

External:  Has regular contact with the company’s suppliers and vendors, social and group clients, prospective clients, guests, members, and residences owners.  Maintains appropriate relationships with these and other constituencies to enhance the image of the Company and the attainment of its objectives.

Key Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Oversees the development and implementation of:
  • Relationships with outside vendors (musicians, florists, rental company)
  • Community groups sponsor events.
• Responsible for budgetary and expenses of the in-house events, including labor, cost of goods, and net profit.
• Respond to all private dinning requests for events in Cottage, Signature Suites and Members and Owners.
• Create proposals, estimates and contracts for assigned leads.  Ensure all documents sent to clients are error free and follow hotel standards.
• Oversees and coordinates all the details for in-house resort events.
• Scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
• Provides assistance and support to colleagues on the catering team.
• Address all guest concerns related to in-house events and bring them and their resolution to the attention of the Director of Catering & Events.
• Prepare all Banquet Event Orders and lead BEO Meetings as they relate to all assigned groups including in-house events.
• Assisting in the development of policies and procedures related to in-house event planning.
• Recruit needed volunteers and contract service employees (e.g., special guests such as musicians, artists, etc.).
• Garner publicity for the special events by working with the resort's Director of Sales & Marketing events.
• Controls revenues and expenditures; and makes recommendations for future budget appropriations.
• Assist in the publication of the monthly Resort Activity Calendar ensuring that all in-house events are included.
• Book all music and entertainment programming for the Resort venues, handle arrangements regarding travel, housing, and contract negotiations for the entertainers. Work in conjunction with the Resort florist on weekly and monthly and holiday decoration.
• As directed, oversee special cultural events including art, shows, antique shows and music events.
• Responsible for practicing, managing, and promoting the Company’s Statement of Purpose, Service Excellence Pillars, and Declarations so that it becomes an intricate part of the everyday operation.
• Represent the Company with a positive attitude and professional presentation.
• Follow sustainability guidelines and practices related to the Company’s sustainability programs.
• Carry out any other duties which fall within the broad spirit, scope and purpose of this job description and which are commensurate with the role.

Required Job Knowledge, Skills, Experience, and Education

• Ability to handle multiple, simultaneous, and complex tasks and projects effectively and efficiently.
• Information research, analysis, and evaluation skills.
• Knowledge of office management principles and procedures.
• Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse operation.
• Excellent knowledge of the principles, philosophy, and practices of recreation administration (e.g., program planning, leadership, risk management, budgeting, marketing & public relations).
• Understanding of the recreation needs and interests of the community and the ability to meet such needs with innovative programs and services that promotes participation in healthy and enjoyable recreation experiences.
• The ability to plan, promote and evaluate recreation services for the community.
• Leadership skills for a wide range of recreation activities and special events.
• The ability to establish and maintain effective working relationships with town officials and staff, Citizen Action Committee, special interest groups, agencies, and individuals.
• The ability to communicate effectively orally and written.
• College degree or equivalent work experience
• Advanced verbal and written communication skills in English and the ability to work with a wide range of constituencies in a diverse operation.
• Ability to perform job functions with attention to detail, speed and accuracy under pressure of tense/confrontational situations.
• Uphold the Company standards, policies, and procedures.
• Prioritize and organize tasks and work area
• Ability to remain calm and resolve problems using good judgement as interpreted by the management
• Follow directions
• Work cohesively with co-workers as part of a team
• Maintain confidentiality of guest/employee information and pertinent hotel data
• 1-year previous luxury hotel operations experience preferred.

All your information will be kept confidential according to EEO guidelines.

Please apply direct at Careers - Ocean House (oceanhouseri.com)