Conference & Event Planning Coordinator

Position Objective

The Conference & Event Planning Coordinator’s primary focus is servicing sales bookings for small-to-mid-size group room contracts, rooms-only group agreements, and short-term catering bookings. This position acts as the liaison between meeting planners and hotel staff to provide direction and organization during the execution of meeting and banquet events. The Coordinator will be available to guests throughout the event progression and on-site during the events to solve problems and suggest alternatives to previous arrangements.

This position plays an important role in the achievement of re-booking group business for future dates while demonstrating effective up-selling skills to obtain maximum profit by developing and maintaining relationships with meeting planners.

The Coordinator must be a highly motivated individual who is eager and ready to accept additional responsibilities when needed. The ideal candidate has a friendly demeanor, the ability to learn new computer programs, can multitask and complete projects in a timely manner, and demonstrates exceptional customer service and problem-solving skills.

• Services small-to-mid-size group room contracts.
• Services rooms-only group contracts.
• Services short-term catering bookings.
• Servicing groups includes detailing all food, beverage, and A/V needs, agenda setting, welcome amenities, VIP requests, managing meeting spaces, and overseeing billing instructions and final review.
• Create BEOs, resumes, and other necessary materials based on group needs and requests.
• Duties include confirming all expectations from the sales agreement are delivered, facilitating communication before, during, and post-event with pertinent hotel staff to ensure a high level of service.
• Assist in hosting site inspections as needed.
• Process signed contracts through turnover process from sales (accounting, reservations, conference services).
• Assist with setting up pre-cons, including creating name tents, managing attendance, creating BEO and resume packets, checking space, and setting out necessary information prior to the meeting start time.
• Attend BEO and resume meetings.
• Generate 10-day and 30-day reports and distribute to the teams.
• Extremely detail oriented and organized.
• Strong time management and multi-tasking skills and ability to work well under pressure.
• Respond to requests by meeting planners immediately.
• Pre-check room setups prior to arrival of the group.
• Interact with outside planners and vendors for event set-up, load-in, and load-out.
• Assist and complete additional tasks as needed to support the sales team.

• High School diploma or general education degree (GED);
  Bachelor’s degree preferred.
• Previous hospitality/hotel experience in banquets, food and beverage, catering, etc.
• Knowledge of food and beverage products, proper preparation and presentation of food and beverage items.
• Knowledge of meeting room capacities, banquet set-up, audio-visual and any other pertinent details as they relate to function room set-up.

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written.
• Most tasks are performed in a team environment.
• Excellent interpersonal and sales-related skills.
• Exceptional organizational and supervisory skills.
• May be required to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; navigate several concrete variables in standardized situations.
• Must possess basic computational ability.
• Must possess computer skills, including accounting programs, Microsoft Word, Excel and Delphi.

• Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required the rest of the working day.
• Main office is located off-site and job duties will require traveling (in own vehicle) to and from the off-site office and the hotel for groups, sites, and meetings. Length of time of these tasks may vary day to day and task to task.
• Must be able to lift up to 15 lbs. occasionally.
• R…