Private Events Manager - Soho House Sao Paulo

Job description

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.