Conference Services Coordinator

2 weeks ago

Walden, Colorado, United States Steamboat Ski Resort Full time
Job Summary

We are seeking a detail-oriented and organized Conference Services Coordinator to join our team at Steamboat Ski Resort. This role will assist with the full cycle of conference services processes, interface with various departments, and provide administrative support.

Key Responsibilities
  • Work closely with Banquet Manager, Conference Services Managers, and Director of Catering to ensure seamless event execution.
  • Assume project lead role for various initiatives to grow sales and ancillary spend.
  • Monitor conference services inbox and voicemail, and assist managers with leads, proposals, and RFPs.
  • Manage daily, weekly reports, and distributions for Delphi Contact Management system.
  • Provide onsite support for banquet and F&B teams for large groups, corporate events, weddings, and social events.
  • Oversee and carry out various day-to-day departmental administrative functions.
  • Coordinate, initiate, and prepare client billing in a timely and accurate manner.
  • Maintain group folders, pre-con notebooks, and preparations related documents for all group and social catering business.
  • Manage vendor-related communication, including filtering of pre-event questions and load-in/load-out information for events.
  • Work with assigned groups to detail conference and event needs, and provide clients with accurate, detailed BEOs, estimates, and layouts.
  • Assist managers in scheduling, preparation, and execution of site tours.
  • Distribute mail daily, ensure managers receive pertinent emails, and update department bulletin boards with current information.
  • Assist Director and Managers on special projects as needed.
Requirements
  • Knowledge and use of Delphi - Run Reports, Contact Management, Generate contracts.
  • Knowledge and use of MS Office Products - Design, create Excel reports, and Word memos.
  • Good communication skills in English, including the ability to speak in front of groups of 25 to 200 people.
  • Ability to work nights and weekends.
  • Ability to work outside in sometimes inclement weather.
  • Preferable to be able to provide ski/ride tours with groups.
  • Valid driver's license with Certificate of Insurance and meet company insurability requirements.
  • Ability to travel by vehicle when required, at times in winter driving conditions in Colorado.
  • Interact and maintain positive relationships with guests, co-workers, and management consistent with Steamboat Ski and Resort Company's Service Excellence standards.
Education Requirements
  • High school diploma or GED equivalent, required.
  • Bachelor's degree, preferred.
Physical Requirements
  • Ability to lift approximately 50 pounds.
  • Ability to stand for long durations of time.
  • Ability to walk for long durations of time.
  • Ability to work in a seated position in front of a computer for prolonged periods of time.
  • Must be at least 18 years of age.
  • Communicate clearly in English, both verbal and written.

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