Convention Services - Event Operations Coordinator

Overview

"IF YOU CREATE THE STAGE SETTING AND IT IS GRAND, EVERYONE WHO ENTERS WILL PLAY THEIR PART." - Morris Lapidus A spectacular blend of Golden Era glamour and modern luxury, Fontainebleau today reinvents the original vision of legendary architect Morris Lapidus - a stage where everyone plays their unique part. At Fontainebleau, striking design, contemporary art, music, fashion and technology merge into a vibrant new kind of guest experience. Guests are invited to enter a world where they are free to play, shop, dine, spa, meet or simply relax - however they define a perfect day. Situated on oceanfront Collins Avenue in the heart of Millionaire's Row, Fontainebleau Miami Beach is one of the most historically and architecturally significant hotels on Miami Beach. Opened in 1954 and designed by Morris Lapidus, it was the most luxurious hotel on Miami Beach, and is thought to be the most significant building of Lapidus' career.

Responsibilities

Provide integrated administrative and operational coordination for Event Management and Banquet Operations. Support event managers, clients and guests while administering banquet staffing, schedules, timekeeping, seniority-based assignments, event documentation and communications. Ensure accurate, timely information flows between departments and that staffing practices follow the applicable collective bargaining agreement (CBA), hotel policies and operational requirements.

ESSENTIAL FUNCTIONS – EVENT MANAGEMENT

• Provide administrative support to Event Management, including correspondence, telephone coverage, inquiries, filing, data entry and assistance to managers.
• Maintain the departmental banquet and event book, event records and organized electronic and physical filing systems.
• Assist with pre-convention and pre-planning meetings, event documentation and interdepartmental follow-up.
• Coordinate group guest reservations and amenities as requested; respond to guest and client questions or concerns and escalate matters appropriately.
• Communicate changes to event information promptly to Banquet Operations and other affected departments.
• 10-Day Distribution
• BEO Book Audit

ESSENTIAL FUNCTIONS – EVENT OPERATIONS (BANQUETS)

• Prepare and maintain daily and weekly banquet staffing schedules and assignments based on function requirements, team member availability, seniority and applicable CBA provisions.
• Review next-day assignments for correct function placement and seniority; confirm adequate staffing for all scheduled functions.
• Coordinate call-out coverage and issue daily and weekly staffing hotlines, offering replacement opportunities in the required seniority order.
• Notify team members of revised call times, uniforms, locations and assignments by email or text, as appropriate.
• Maintain the banquet roster, add new hires to scheduling systems and send welcome communications with essential department information.
• Prepare next-day captain and leadership work packages, including current staffing, updated banquet event orders (BEOs), cover sheets and labels.
• Distribute and print BEOs for morning, afternoon and late updates; maintain current BEO boards and provide next-day scanned BEOs to leadership.
• Distribute daily uniform sheets to staff and daily event reports to Food & Beverage managers.

TIMEKEEPING, PAYROLL & ATTENDANCE

• Monitor missing Paycom punches daily and weekly; notify employees and follow up on corrections.
• Review and process staff timecards, vacation and sick-time requests within assigned approval authority.
• Reconcile sign-in/sign-out sheets, schedules, Paycom records and pay codes to support accurate pay and adherence to timekeeping policies.
• Assist team members with Paycom discrepancies and document or escalate unresolved payroll issues.
• Track callouts, tardiness and no-call/no-show incidents; maintain attendance records and communicate attendance calendars to leadership.
• Monitor vacation balances and enter approved time-off requests into scheduling records.

RECURRING WEEKLY & MONTHLY ADMINISTRATION

• Monday: issue the original weekly schedule.
• Tuesday: coordinate team member giveaways and distribute the weekly staffing hotline.
• Wednesday: Compile team member availability by seniority and issue the adjusted final schedule.
• Friday: print the 10-day event distribution; build the upcoming week’s schedule and event cover sheets.
• Track SERV Safe, alcohol and food training, 21-day and 90-day focus groups, and annual orientation requirements.
• Prepare purchase requisitions (PRMs) and invoices when requested; assist team members with property passes and Team Bleau rate forms.
• Monthly: scan and archive BEOs, schedules and sign-in/sign-out sheets in the designated system

Qualifications

CANDIDATE REQUIREMENTS

SKILLS & KNOWLEDGE

• Strong organizational skills, attention to detail, prioritization and problem-solving ability in a fast-paced, high-volume environment.
• Clear written and verbal English communication; basic mathematics; professional interaction with team members, managers, clients and guests.
• Proficiency in Microsoft Word, Excel and Outlook; working knowledge of Delphi, Opera and Meeting Matrix.
• Ability to learn and use Paycom, scheduling and recordkeeping systems; understanding of CBA scheduling and seniority rules is preferred.
• Ability to operate standard office equipment and handle confidential personnel and payroll information appropriately.

EDUCATION & EXPERIENCE

Five years of progressively responsible administrative or office administration experience in a high-volume environment; hotel experience preferred. High school diploma or equivalent required; some college preferred. Experience with banquet scheduling, timekeeping or union operations is beneficial.

WORK ENVIRONMENT & PHYSICAL DEMANDS

Fast-paced onsite office and event environment requiring multitasking, timely completion and accuracy. Requires prolonged sitting, standing and walking; mobility; manual dexterity; normal vision and hearing range; and ability to push or pull carts weighing up to 100 pounds and grasp, lift or carry equipment weighing at least 20 pounds, consistent with the existing position description and applicable accommodations.