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Key Responsibilities and Required Skills for Host Planner

💰 $65,000 - $85,000

HospitalityEvent ManagementCustomer ServiceOperations

🎯 Role Definition

As a Host Planner, you are the central architect and coordinator of the guest experience. This pivotal role involves the end-to-end management of events, short-term stays, or other hosted experiences, ensuring every detail is meticulously planned and flawlessly executed. You will serve as the primary liaison between hosts, guests, and vendors, blending strategic planning with hands-on problem-solving. Your ultimate goal is to create seamless, memorable, and highly-rated experiences that uphold our brand's reputation for quality and exceptional service, driving guest satisfaction and repeat business.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Event Coordinator
  • Guest Services Manager
  • Hospitality Assistant
  • Executive or Administrative Assistant

Advancement To:

  • Senior Host Planner / Senior Event Manager
  • Guest Experience Manager
  • Operations Manager
  • Director of Events

Lateral Moves:

  • Vendor Relations Manager
  • Corporate Account Manager (Hospitality)
  • Property Manager

Core Responsibilities

Primary Functions

  • Develop, manage, and execute comprehensive plans for events or property stays, from initial conception through to post-experience follow-up, ensuring all client and guest objectives are met.
  • Serve as the primary point of communication for hosts and guests, proactively addressing inquiries, providing detailed information, and managing expectations to foster positive relationships.
  • Coordinate all logistical aspects, including scheduling, transportation, accommodation, setup, and breakdown, to ensure a seamless operational flow.
  • Source, negotiate with, and manage relationships with a diverse network of external vendors, such as caterers, rental companies, cleaners, and entertainers, ensuring quality and adherence to budget.
  • Create and maintain detailed event timelines, production schedules, and guest itineraries, distributing them to all relevant stakeholders to ensure alignment and clarity.
  • Manage and track budgets for each event or property, processing invoices, monitoring expenditures, and delivering detailed financial reports to ensure profitability.
  • Provide on-site management and support during events or guest check-ins, acting as the lead troubleshooter to rapidly resolve any issues that arise with composure and efficiency.
  • Conduct thorough pre-and post-event walkthroughs or property inspections to guarantee that all standards for cleanliness, safety, and presentation are met.
  • Proactively solicit, collect, and analyze guest and client feedback to identify areas for improvement and implement changes to enhance future experiences.
  • Develop and implement standardized operating procedures (SOPs) for guest communications, vendor management, and on-site operations to improve efficiency and consistency.
  • Manage booking calendars, pricing strategies, and availability across multiple platforms to maximize occupancy and revenue for hosted properties.
  • Onboard new hosts or properties onto our platform, providing comprehensive training and support to ensure they are set up for success.
  • Optimize property or event listings with high-quality photos, compelling descriptions, and up-to-date information to attract and convert potential guests.
  • Collaborate with the marketing team to develop promotional strategies and content that highlight unique features and drive bookings.
  • Ensure all activities and venues comply with local, state, and federal regulations, including health, safety, and licensing requirements.
  • Personalize the guest experience by arranging special requests, welcome amenities, and other thoughtful touches that lead to outstanding reviews.
  • Maintain accurate and organized records of all communications, contracts, and financial transactions within our CRM and project management systems.
  • Prepare and present regular performance reports on key metrics such as guest satisfaction scores, occupancy rates, revenue per booking, and budget variance.
  • Stay current with emerging trends, technologies, and best practices in the hospitality and event management industries to drive continuous innovation.
  • Cultivate a deep understanding of the local area to provide guests with authentic and high-quality recommendations for dining, activities, and services.
  • Lead pre-event and post-event debrief meetings with internal teams and external partners to review performance and capture key learnings.

Secondary Functions

  • Support the sales and business development teams by participating in client presentations, site tours, and proposal development.
  • Contribute to the organization's guest experience strategy by identifying new service opportunities and potential partnerships.
  • Assist in training and mentoring junior team members, such as event coordinators or guest service assistants.
  • Collaborate with the technology team to provide user feedback and requirements for improving internal software and guest-facing platforms.

Required Skills & Competencies

Hard Skills (Technical)

  • Event/Property Management Software: Proficiency in platforms like Cvent, Bizzabo, Guesty, Hostaway, or similar systems.
  • Project Management Tools: Expertise in using software like Asana, Trello, or Monday.com to manage complex timelines and tasks.
  • Budgeting & Financial Acumen: Strong ability to create, manage, and report on budgets using tools like Microsoft Excel or QuickBooks.
  • CRM Systems: Experience with CRM software such as Salesforce or HubSpot for managing client and guest relationships.
  • Dynamic Pricing Tools: Familiarity with revenue management tools like PriceLabs or Wheelhouse for short-term rental optimization.
  • Contract Negotiation: Skill in reviewing, negotiating, and finalizing contracts with vendors, clients, and partners.

Soft Skills

  • Exceptional Communication: Superior verbal and written communication skills for clear and professional interaction with clients, guests, and team members.
  • Problem-Solving & Crisis Management: The ability to think on your feet, anticipate potential issues, and navigate unexpected challenges calmly and effectively.
  • Meticulous Organization & Time Management: Outstanding organizational skills to manage multiple projects simultaneously under tight deadlines without sacrificing quality.
  • Unwavering Attention to Detail: A keen eye for detail to ensure every aspect of an event or stay is perfectly executed.
  • Interpersonal & Relationship Building: A natural ability to build rapport and trust with a diverse range of personalities.
  • Adaptability & Flexibility: Thrives in a fast-paced, dynamic environment and can pivot strategies as needed.
  • Creativity: The capacity to brainstorm and implement unique ideas that elevate the guest experience.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent, coupled with significant professional experience in a relevant role.

Preferred Education:

  • Bachelor's Degree from an accredited university.

Relevant Fields of Study:

  • Hospitality Management
  • Event Management
  • Business Administration
  • Marketing or Communications

Experience Requirements

Typical Experience Range:

  • 3-5+ years of direct experience in event planning, hospitality management, property management, or a related coordination role.

Preferred:

  • A proven track record of successfully planning and executing a variety of events or managing a portfolio of short-term rental properties. Demonstrable experience in a fast-paced, client-facing environment where high-touch service is paramount. Certification in Event Management (CMP) or Hospitality is a strong plus.
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