JOB SUMMARY:
Manage Arboretum rentals, including weddings/ceremonies, internal events, and corporate events under the overall supervision of the Senior Director of Sales and Special Events. Assure satisfactory execution of rental, including overseeing all aspects related to event coordinating and monitoring use and care of DABS’ property. Assure successful guest relations. Actively solicit repeat business. Contribute to the team effort.
This is a full-time exempt position with a Monday-Friday 8:30 am-5 pm general schedule on occasion some nights or weekend MOD coverage may be required.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
- Promptly and courteously, respond to incoming phone calls and return calls in a timely manner
- Respond to all assigned inquiries within two business days.
- Log results into the database (TripleSeat)
- Independently prepare and timely execute contracts/event paperwork to ensure a successful event.
- Work directly with the client from the inception of the contract to event execution (and conclusion as needed) and courteously and promptly handle all aspects of rental coordination to assure customer satisfaction.
- Address clearly detailed physical logistics with the Facility department, and outside entertainment, and contact equipment rental vendors, caterers, florists, etc. for effective and smooth operations.
- Ensure all client files include proper documents such as liability insurance adding DABS and the City of Dallas harmless, permits from each vendor, and other relevant compliance with City codes/Arboretum policies.
- Provide instructions for security/parking staff as needed to assure appropriate access to the property and appropriate vehicular access to the gardens; schedule volunteers as needed.
- Supervise DABS’ staff as needed for event set-up/tear-down, assuring that the physical arrangement and equipment needs are according to plan and DABS’ property (tables, chairs, tablecloths, etc.) is in good and clean condition.
- Assure that Facilitator, when scheduled, has all needed information/documentation to successfully facilitate the event with or without assistance and effectively manage costs associated with the facilitator’s services.
- Professionally interact with guests/vendors/entertainers and maintain unobtrusive availability to respond to any needs/problems that may occur during the event while ensuring that DABS’ rules and regulations are followed throughout each event.
- Respond timely and appropriately to any incidents and maintain appropriate documentation, such as first aid action, property damage, etc.
- Physically attend all major functions and remain during any function if significant problems occur.
- Timely and accurately process paperwork and billings during and at the conclusion of the event, assuring all fees are collected and relevant data is properly documented and maintained.
- Perform project assignments as needed.
- End-of-month vendor contacts for timely receipt of relevant invoices,
- Assist with cold calls for group tickets, and corporate/social bookings when needed
- Annual inventory of DABS’ linens, compliance requirements for tents, heaters, signage, etc.
- Planning of Annual Wedding and Corporate Open House participation and management of venues.
- Assist with Social Media posts and periodic updates to the DABS website with approval.
- Client tours of gardens/venues
Goals – 2023
- Actively solicit rebooking for rebooking corporate/social events weekly in a timely manner.
- The current rebooking goal is set at $20,000 monthly in rental. Depending on the economic climate of DABS this goal amount can change by quarter.
- Other revenue goals as assigned are for equipment/miscellanies, DPD, and valet
SKILLS/QUALIFICATIONS:
- Bachelor’s degree desired
- Three+ years of hotel/event planning/execution experience is highly desired
- Good office and computer skills; CAD experience helpful
- Good verbal and written communication skills
- Physical ability to tour clients on property via walking or golf cart and to positively engage clients, staff, and vendors for successful and safe event execution
- Physical ability to oversee the event from set up to the conclusion of the event as needed; ability to lift up to 15 lbs.
- Work flexible hours, including nights/weekends as needed
- Driver’s license to drive garden vehicles
KEY COMPETENCIES:
- Manage multiple tasks with attention to detail and accuracy
- Problem analysis and problem-solving skills; good independent judgment
- Engaging and able to work with clients and vendors for the successful execution of the event
- Ability to meet customer satisfaction with appropriate compliance with Arboretum rules and regulations