Private Events Manager - Soho House Sao Paulo

 

This position will be responsible for managing and executing quality events, including client and partner liaison.

· Enter all leads into Tripleseat and create a booking or “soft hold”. If date is unavailable, provide alternative dates or venue for member

· Private events duties, including but not limited to booking events, creating contracts, BEO’s, sending proposals, catering and other as required.

· Maintain, update and track event changes in Tripleseat

· Tasked with scheduling & payroll duties as required

· Perform sales site visits with clients, including pre-event walk throughs.

· Make introduction to Head of Private Events depending on site and overall scope of the event should it exceed the capacity of a single space and require a buyout.

· Update internal meetings, including catering and setup in calendar in Event Booking System.

· Generate weekly report of upcoming private events and their statuses to send out to Operations teams and Head of Private Events

· Work closely with the Member Events team to ensure that spaces are not double booked, or event times do not overlap

· Coordinate with other departments to communicate event needs (for example, maintenance, AV, housekeeping, etc.)

· Work closely with third party vendors and schedule as needed and obtain approval in writing from Head of Private Events before confirming any order that creates a financial obligation for the company

· Organize, store and update event contracts, receipts and any other pertinent event documentation

· Email receipts to clients after events and address any questions and/or concerns promptly.

· Maintain positive attentiveness to service, responding positively to guests needs and ensuring timely resolution to issues

· To ensure client confidentiality is maintained always.

· Manage schedule to be at the appropriate property as per schedule.

· Performs other duties as assigned by Head of Private Events.

Experience Required

· Working knowledge of Outlook, Excel, Word, InDesign, Adobe software.

· Must have flexible schedule including days shifts, evening shift, holidays, and weekends.

· Ability to multitask and work in a fast-paced environment.

· Ability to understand and follow written and verbal instructions.

· A sophisticated communicator with high standards of performance together with excellent communication, problem solving and listening skills

· Ability to multitask and work in a fast-paced environment.