Programs Coordinator - Full Time
The primary function of the Coordinator is to assist the Director of Programs and Programs Assistant Director with daily functioning of the department. Primary duties include using several systems to keep reports and schedules up to date and accurate and preparing signage for guest communication on class offerings and presentations.
- Reserve meeting space in V1 for lectures, events, meetings, etc for the programs department and for the Sales department in the absence of their staff and to anticipate and identify conflicting offerings so they can be resolved in a timely manner.
- Produce BEO’s in V1 with a high degree of accuracy and distribute to the Food and Beverage BEO book and to the Chefs when needed.
- Maintain a detailed list of all program classes, spa classes, and RDP retail classes set-up needs for use in blocking rooms in V1 and to regularly update with changing demands.
- Maintain spreadsheet of all added classes, class cancelations, changes and special events to insure accurate signage.
- Coordinate sign-up cards, advertising and flyers/posters for added classes, cancelations, changes and special events and to insure they are posted in a timely manner.
- Coordinate with marketing on the production and timeliness of all programs related print projects.
- Print, cut, organize and distribute program class sign up cards.
- Print and distribute (hard-copy and email) Additions and Special Events flyers for insertion into guest welcome bags
- Assist with small projects for Program managers e.g. promotional flyers, spreadsheets, handouts, powerpoints, etc.
- Prepare signs, flyers, brochures, booklets and posters for Programs as needed.
- Enter and code program invoices into checkbook and send to accounting for payment, recognizing irregularities and errors during data entry.
- Enter IC invoices into checkbook and send to accounting for payment in the absence of the Programs AD.
- Be proficient with V1 configurations to enter one-on-one availability, make staff changes, add new services, etc.
- Provide support to Group Services Managers with agendas and books for immersion programs.Agendas will be distributed to Guest Services.
- Edit and maintain the monthly programs guide: compile edits, make changes, send proofs out for editing, publish to ftp site.
- Order and maintain supplies for programs department and others including paper, toner and office supplies.
- Create, proof and print or send out for printing agendas for Sales groups as needed.