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Pearlstone Center Job Description

Title: Front Office/Event Coordinator Department: Guest Services
Reports to: Director of Guest Services
Date revised: November 2021 Status: Exempt with Benefits

Pearlstone Brand Values:
We are inspired each day to live by the values that help to define the Pearlstone experience:

• Welcoming all peoples with loving warmth, Pearlstone provides a nurturing space which enables meaningful interactions and inspires groups to connect and grow.
• We help people simplify and focus on the fundamental elements of life.
• We connect people to the land so they can understand and value the connection between adam and adamah; people and earth.

Job Summary:
This position requires regular interaction and first point of contact in the Front Office with guests, groups, colleagues, and vendors within Pearlstone Hazon.

EVENT COORDINATION

• Event and Campus coordination for groups/guests as assigned by Director of Guest Services; includes coordinating of the supporting documents for guests/groups accounts. Maintain the file management: communicate with the Director of Guest Services and staff any issues to ensure the timely collection of documentation. At times be an onsite presence during group visit, while holding to the highest standards of customer satisfaction and professionalism.
• Ensure timely receipt of all needed documentation for each event. (i.e. food allergy or dietary restrictions, rooming lists, guest requests, room sets, etc.)
• Provide outstanding customer service and be responsive to group leaders and guests during their visit.
• Work some evenings, weekends, and holidays.
• Work proficiently with event coordination software.

ADMINISTRATIVE

• Provide support in the front office; general duties (answering phones, responding to guest and staff enquiries), being flexible to any other tasks as needed.
• Compile necessary reports in event software and disseminate information as needed to appropriate colleagues.
• Verify guest changes (e.g., to guest counts, to food restrictions, to rooming sheets, etc.) are documented and reconciled in the event software.
• Verify supporting documentation is attached to account records
• Prepare event scheduling and room arrangements, as necessary.
• Ensure event charges are updated timely for appropriate and timely receipt of all amounts owed by retreat groups and guests.

GENERAL

• Attend weekly department meetings.
• Attend monthly all-staff meetings.
• Participate in a weekly meeting with Retreat Services and other appropriate Departments.
• Must possess a solid work ethic with strong organizational and time-management skills, excellent attention to detail, professional verbal and written communication skills in English, as well as provide excellent customer service
• Must maintain a professional demeanor.
• Must be able to adapt to changing situations.
• Other tasks/duties as assigned.

Pearlstone Employee Standards:

• Be a team player.
• Sustain a positive, enthusiastic and professional attitude at all times.
• Accommodate requests with a smile and “let me see what I can do” attitude.
• Adhere to supervisor directives.
• Maintain a professional appearance and demeanor.
• Arrive prior to the scheduled starting time, properly dressed and prepared to work.
• Perform all duties in a timely, accurate, honest, and professional manner.

Education and Experience:

• High School degree required
• College degree a plus
• Previous hospitality experience of 2-3 years (Preferred)
• Non-profit event logistics: 1-2 years (Preferred)
• Data entry: 1-2 years (Preferred)

Skills/Requirements:

• Proficient with Microsoft products.
• Good verbal and written communication skills in English.
• Strong customer service and time management skills.
• Detail oriented and able to multi-task.
• Ability to work well both independently and in a team environment.
• Flexibility to accept new responsibilities and direction as necessary.
• Needs to be receptive to and accepting of guidance from others.
• Ability to deal with difficult people and problems and work with a diverse group of people.

Mental, Physical and Visual Skills:
Must be able to follow written, verbal, or diagrammatic instructions with several concrete variables. Able to add, subtract, multiply and divide whole numbers, and do calculations involving fractions, decimals and percentages. Ability to understand and follow verbal or demonstrated instructions; write identifying information; request supplies verbally or in writing. Have visual requirements of mid-range vision.

Working Conditions:
This is an EXEMPT position with varied work hours with varied work setting. Works in a normal hotel environment and limited outdoor settings.

This job description does not state or imply that the above are the only duties and responsibilities assigned to the position. Employees holding this position will be required to perform any other job-related duties as requested by Management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

The Associated: Jewish Community Federation of Baltimore and its Agencies are equal opportunity employers, dedicated to a policy of non-discrimination in employment on the basis of race, religion, color, sex, sexual orientation, gender identity or expression, national origin, age, marital status, citizenship, veteran's status, physical or mental disability that does not prohibit the performance of essential job functions (with or without reasonable accommodation) or any other basis protected by federal, or applicable, state or local law.


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