Special Events Specialist

Our team members are the key to our company’s success, and their health and well-being, as well as that of their families, is very important to us. We offer a comprehensive benefits package that allows our team members stay healthy, plan for their future and maintain a healthy work-life balance. Benefits may vary with employment status.  To see our fill list of Team Member Benefits please visit our career site: www.gotoworkhappy.com/benefits

Job Description:

JOB DESCRIPTION:

Under the direction of the Promotions Manager, the Special Events Specialist is responsible for coordinating and implementing special events and entertainment. Duties include, but are not limited to: answering calls, requesting RFPs from vendors, processing invoices, monitoring and keeping event budgets up to date with great attention to detail.
ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Must have excellent organizational skills and be detail oriented
• Consult with Promotions Manager and assist in the proper planning for the execution of event marketing programs and strategies that support property marketing plans, brand growth, revenue and retention goals.
• Execute and oversee expenditures for special events and entertainment, record expenditures, chart budget variances and submit to ensure budget requirements are met.
• Submit event invoices (i.e. entertainment, décor, production, rentals, etc.) into MMS as soon as the service is confirmed and no later than 7 business days prior to event date.
• Review event bills for accuracy and approve payment within the necessary timeframe.
• Must maintain detailed and organized account files and budgets.
• Perform administrative/clerical duties as needed and assigned by but not limited to: processing invoices, calling vendors and guests, monitoring and keeping event budgets up to date with attention to detail.
• Coordinates city projects with general contractor – including permits and seeing that everything is up to state codes on the project.
• Communicate event information to operating departments to ensure timely coordination.
• Responsible for the appropriate and timely project/event set ups
• Handle any unexpected emergencies or issues that come up during project.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Execution tasks include but are not limited to: equipment requirements, fire and safety code compliance, complete overall understanding of the impact on the property, research vendors, assess feasibility, options, etc.
• Generate Banquet Event Orders in coordination with Culinary and make adjustments to BEOs and communicate all changes to all supportive departments prior to and during events.
• Interfaces with operating departments to ensure timely coordination of all events.
• Establishes an effective working environment relationship with all operating departments.
• Maintain good working relations with tribal vendors
• Answer telephones and give out accurate information concerning marketing events. 
• Answer performer and vendor inquiry calls and advise of vendor approval process and pertinent property information/contacts.
• Maintains security and confidentiality of files, records and lists.
• Performs clerical duties as needed and assigned.
• Exhibit conduct in accordance with all Gaming Commission Regulations and Seminole Tribe of Florida departmental policies and procedures
• Demonstrate a commitment to ensuring responsible gaming and responsible alcohol service by  discretely notifying appropriate management of concerns and observations
• Demonstrate actions and behaviors that reinforce the Company’s Mission and Values of Communication, Integrity, Fun, Respect, Accountability, Passion and Dedication
• Ensure prompt and discrete notification to management and/or the Ethics Hotline of any observation of illegal acts or internal ethics violations.
• Other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Must possess strong organizational, communication (both written and oral) and multi-tasking skills with attention to detail.
• Proven ability to successfully handle and prioritize multiple projects and meet critical deadlines.
• The candidate must possess a positive attitude, exceptional guest service skills, outstanding phone etiquette, excellent interpersonal skills, strong communication and problem-solving skills, and the ability to multi-task and make quick decisions in a stressful environment. The candidate must also be self-motivated, flexible, adaptable and able to work independently.
• Commitment to routinely go above and beyond in the accomplishment of position responsibilities in an effort to play a role in the achievement of organizational goals.
• Must be able and willing to work a flexible schedule, to include evenings, weekends and holidays.
• Ability to deliver a service level which creates an atmosphere that makes our guests want to return, giving each guest a positive, memorable entertainment experience.
• Must present an image of excitement, enthusiasm, and outgoing personality, while being able to project a professional appearance.

EDUCATION and/or EXPERIENCE:

• College degree in Hospitality, Event Planning, Marketing or Public Relations preferred and (3) years or more of similar administrative experience required or an equivalent combination of education and experience.
• Casino experience preferred.
• Intermediate Microsoft Excel skills required/advanced preferred
• Familiarity with i-series/MMS and one of the following programs preferred, Daylight, Delphi, Caterease, Meeting Matrix, CAD.
• Ability to read and understand all Seminole Tribe of Florida policies and procedures.
• Must be able to communicate effectively with guests in English, specific to position duties and responsibilities.
• Must be able to complete standard Seminole Tribe of Florida forms and reports.
• Must possess basic mathematical skills to include ability to add, subtract, multiply and divide specific to position responsibilities.

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an incumbent to successfully perform the duties and responsibilities of the position.
Must be able to lift 30 lbs., and bend, reach and stoop on a regular basis.
Must be willing and able work an entire shift on their feet, moving quickly (with or without reasonable accommodation) in a noisy environment.
Must be able to respond to visual and aural cues.

WORK ENVIRONMENT:

• May be exposed to casino related environmental factors including, but not limited to, second hand smoke and excessive noise.
• The casino is open 24 hours a day, 7 days a week, 365 days a year.  You may be required to work on any of the days the casino is open including weekends and holidays.
• While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear.  Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception and ability to adjust focus.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• The Casino environment is hectic, fast-paced and often crowded and noisy. May be exposed to casino related environmental factors including, but not limited to, second hand smoke, excessive noise and constant exposure to general public.
• Frequent lifting/carrying of weights over 25 pounds, reaching, stooping, squatting and bending.   

The Company gives preference in all of its employment practices to Native Americans. First preference in hiring, promoting and in all other aspects of employment is given to members of the Seminole Tribe who meet the job requirements. Second preference is given to members of other federally recognized Native American Tribes who meet the job requirements.