Experiences Coordinator

About the Role:Join the Experiences team as a full-time Experiences Coordinator and become one of the authors of our story. The Experiences Coordinator is responsible for setup, execution and follow-through of various experiences, events, programs and food & beverage initiatives at The Vanderbilt. They are someone who is hyper organized and efficient, while having the ability to speak and work with our guests and members to ensure they have a memorable experience. You will play a key role in operations and be cross-trained to assist in every department and aspect of the hotel. This is a wonderful opportunity for a curious and active person to join the exciting world of hospitality and experiences.The Experiences Coordinator role works on projects that range across culinary, design, wellness, fashion, the arts and music. The Director of Experiences will coach the coordinator to hone their project management skills and to develop a keen eye and strategic, critical approach as it relates to experiences and touchpoints that drive the property’s brand pillars and positioning.This is a full-time, on property position and will require work on some weekends and holidays.Core Responsibilities: On PropertyInternal Communications & TrainingAnnual Programming and Activities Management & ExecutionExperience Event Planning & ExecutionExperience Sales, Guest Relations & PersonalizationVendor/Local Partner RelationshipsAdmin: Google Suite, Alice, Opera, Revinate, DelphiResponsibilities:Manage annual programming calendarMajor holiday programs, one-off events and working with Ops team to secure buy-in and flesh outOrganize and plan weekly activities, special events and holiday programs, including setting up and hosting certain activationsEx. Trunk Shows, Easter Egg Hunt, Halloween partyAuditEngage with guests in an effort to promote and sell activities, help build out itineraries and drive personalization through amenities, surprises and delightsHelp ideate and execute special amenitiesEnsure public spaces and touchpoints are on-brand and maintaining standards Help Concierge team build out custom itinerariesSupport Events and Sales team with group experiences and itinerariesCommunicate with team members on upcoming experiences or eventsWork with Front Office to ensure team is trained on booking and billing processes for all experiences and eventsMaintain cooperative relationships and open lines of communication with leaders of other departments throughout the hotel to ensure successful promotion and executionManage experiences, events, amenity and food & beverage related OS&EManage sourcing, purchasing, organization, storage, invoices and trade accounts with vendorsManage internal training documents for experiences and events:Manage SOPs and BEOs (with Events team), including trial setups and photo documentation for training purposesUpdate and manage brand decksGather and organize metrics on experiences and programming: bookings, guest feedback, revenue Work with Finance team to ensure all revenue is reflected by EOMManage local vendor relationships and communicationInvoices, reconcile missed or incorrect charges, track and organize contractsManage seasonal quality of experiences and audit billingLiaise with marketing on experience-related touchpoints and channels:Programming calendar, collateral and signageFact checking websiteSupporting with Alice texts and guest comms relating to experiences