Overview

Job Title: Hospitality and Events Specialist

Department: Marketing and Communications

Manager: Special Events Director

Schedule: This position will require flexibility in schedule, but often maintain hours of 12 pm-8 pm, Tuesday-Saturday, or something similar. Occasional alternate hours as events and meetings require.

Location: Damar Village

Compensation: Salary / Exempt

Job Summary: The Hospitality and Events Specialist serves as the lead for hospitality and oversees the coordination of all events and activities at the Damar Village Activity Center and Clubhouse- a high quality, affordable living community designed especially for individuals facing some of life’s greatest challenges. This role works in close partnership with event staff to plan and execute both internal events for Damar clients and external community events held at the Village. The Hospitality and Events Specialist is also responsible for community outreach to promote the Village as a premier event venue for community rentals.

Responsibilities

• Leads hospitality efforts and manages all events and activities at the Damar Village Activity Center and Clubhouse.
• Works closely with Community Living and Support Services (CLaSS) staff to ensure activities and activity center are available when needed for tenants and waiver clients.
• Ensures quality of Activity Center and Clubhouse including cleanliness, safety, and beauty.
• Walks the Clubhouse and Activity Center frequently to ensure safety and quality.
• Develops and maintains a tracking system for monitoring use of the Activity Center by residents and event guests.
• Manages scheduled events in the Clubhouse and Activity Center by assisting with reservations, configuring rooms to host’s specifications, and maintaining appearance of the rooms.
• Interacts with tenants and event guests with respect, professionalism, and a positive attitude.
• Plans events for residents to celebrate holidays, special occasions, and promote positive social engagement.
• Provides planning support for other community-based programs that host events in a Damar Village facility.
• Conducts outreach to promote the Village as a venue for community and private events.
• Provides quality customer service by answering all emails and incoming calls quickly and routing each call to the appropriate person, forwarding to voicemail, and/or recording and distributing written messages.
• Maintains equipment and supplies inventory for the Clubhouse and Village Center by checking quality and inventory levels, anticipating needed supplies, placing orders, and verifying receipt of supplies.
• Attends mandatory staff meeting and other meetings as assigned.
• Prioritizes duties in a manner consistent with organizational objectives and growth.
• Shows initiative by identifying solutions to work towards improving stakeholder satisfaction.
• Takes pride and ownership in Damar’s facilities and assigned work areas.
• Seeks the best use of materials, equipment and staff to maximize efficiency and effectiveness.
• Acts as a good steward of Damar finances.
• Will adhere to all policies and procedures as defined in the Employee Handbook and Damar Operational Policies and Procedures Manual.
• Ensures that the agency meets its quality improvement, evaluation and reporting requirements.
• Respects the culture, diversity and rights of all tenants, their families and the community.

Qualifications

Education: Bachelor’s degree in Hospitality, Tourism and Event Management, or closely related field.

Experience: One to three years of professional event planning or project management experience. 

Equipment Familiarity: 

• Proficiency with MS Office applications including: Word, Excel, Outlook and PowerPoint
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers and fax machines.
• Ability to handle multiple phone lines.
• Ability to operate basic audio-visual equipment including projectors, televisions, par lights, and integrated sound system.
• Ability to monitor proper use of equipment in the Village Clubhouse and Activity Center and request maintenance repairs and housekeeping as needed. Equipment may include but is not limited to: kitchen appliances, arcade games, recreation and therapy supplies, tables and chairs.
• Knowledge of Microsoft Office and intermediate typing skills.
• Foundational knowledge of event planning and coordination tools.

Certifications, Licenses or Special Training: 

• Ability to pass and maintain CPR Certification.
• Ability to pass and maintain Critical Moment Training (CMT).
• Minimum age of 21 per licensure requirements.
• Must meet and maintain background screening requirements for all Damar Programs as detailed in policy 1.HR.02 Pre-Employment and Employee Background Checks.
• Valid Indiana driver’s license and driving record that meets eligibility requirements of Damar’s insurance carrier (for all positions requiring driving).
• Successful completion of pre-employment drug screen and physical required. 

Abilities:

• Strong interpersonal and relationship management skills, positive attitude, and sense of humor with a commitment to providing outstanding customer service.
• Demonstrated ability to design, plan and execute both public and private special events for internal groups and events for the community.
• Maintains clear communication with other departments, vendors, clients, and staff.
• Excellent organizational skills, with a high attention to detail and proven ability to manage multiple tasks simultaneously while meeting deadlines in a busy environment. Basic budget management and accounting skills.
• Reads, understands, and reviews documents for accuracy, relevant information and errors in grammar or structure.
• Operates office equipment including audio/video equipment, computers and supporting word processing, spreadsheet, and database applications.
• Communicates clearly and concisely, both verbally and in writing.
• Team orientation and ability to collaborate across departments.
• Ability to work a varied schedule, including nights, weekends and holidays.