ACTIVITIES COORDINATOR at Breckenridge Grand Vacations in Breckenridge, Colorado

Job Description:

Job Title:  Activities Coordinator
Division/Dept:  Grand Timber Lodge / Guest Services
Reports To:  Guest Services Manager
FLSA Status:  Non-Exempt Hourly Position
WC Code:  9012
EEO Code:  Administrative Support

SUMMARY: This position is responsible for creating, coordinating and hosting in-house activities and events at the Grand Timber Lodge, as well as assisting guests and owners with dining reservations, activity arrangements and special requests. Additionally, this position accurately processes activity vouchers, contacts vendors to book, change or cancel activities, researches supply companies, maintains vendor contracts and maintains the supply of brochures, maps and guides.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Including but not limited to:

Assist guests and owners at the activities desk, over the phone and via email providing information and recommendations for dining, recreational activities and events in the area.
Share relevant property information with guests and owners.
Arrange and reserve activities such as horseback riding, rafting excursions, golf outings, ATV tours, snowmobiling, dog sledding and sleigh rides for all guests and owners.
Handle special guest and owner requests for things such as flowers, candy, wine and gift baskets.
Produce and organize gift baskets.
Maintain brochure racks, maps, dining guides, and Summit County guides.
Develop and execute a weekly planner/welcome packet for guests and owners.
Create, schedule, organize, host and track weekly in-house activities and events.
Promote in-house activities as well as promotions and specials offered at the Grand Timber Lodge spa and restaurant.
Plan and execute special events for holidays, special events, and seasonal promotions.
Photograph events and activities taking place on property; collect waivers.
Assist with set-up, operations and clean-up of in-house events such as weekly cocktail parties, mixers, HOA meetings, owner parties and other special events.
Complete weekly inventory for all supplies used for in-house activities and gift baskets.
Research and implement best supply companies while adhering to the department budget.
Update on property slide show with new photography on a weekly basis.
Work with marketing on social media sites to promote vendor and in-house activities; post on social media 3 times per week.
Contribute one article per month to owner newsletter regarding activities on property and off site.
Process activity vouchers accurately; maintain accurate pricing spreadsheets for activities; contact all vendors to book, change, or cancel activities; correct any vouchers due to changes; process commission reports and check requests for vendors.
Organize, update and maintain all vendor contracts; collect and update all insurance certificates; hold bi-annual meetings to discuss vendor information and commission structures.
Maintain master commission spreadsheet for both in-house activities and activities booked with vendors
Develop and maintain a cost analysis for every in-house activity running on property.
Develop and maintain a "how to" book for every in-house activity on property including supplies needed, suggested age group, and step by step directions.
Maintain procedures, keeping them up to date at all times.
Foster strong cross department communication and synergy.
Maintain and manage various special projects; be proactive in the design and implementation of systems to complete the projects; take the initiative to make the projects successful; submit monthly measureable results.
Uphold Hospitality Standards, Company Core Standards and Department Core Standards and observe Company policies and procedures.
Be the "End of the Line" and resolve every situation inherited, not passing it along, whenever possible.
Follow up on any situation that is not fully resolved at the time of the initial request always giving consideration to what the guest or owner deems appropriate.
Strive to close the loop (alleviate or eliminate issues) on any situations that cannot be fully resolved.
Respond promptly to all email and voicemail correspondence.
Maintain a positive working relationship with all contacts, always being helpful and courteous.
Adhere to Company appearance standards at all times and wear name badge.
Attend and participate in companywide training sessions and department staff meetings.

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Salary: