Conference Services Coordinator

The Conference Services Coordinator plays an integral role in all group functions at Fairmont Chateau Whistler, the largest events space in Whistler. Working closely with clients and hotel departments, the coordinator ensures events exceed guest expectations by managing client files, conducting site inspections, overseeing in-house events, and handling administrative duties such as function sheets and correspondence.

Responsibilities

• Work closely with Conference Services Managers to ensure that a comprehensive knowledge of client files exists in order to respond to client needs in the absence of the manager.
• Provide key departments with information on upcoming events on a daily basis.
• Conduct site inspections: rooms, conference space and F&B outlets as requested.
• Liase closely with Front Office, Reservations, and Housekeeping in order to ensure that pertinent guest’ arrival details are communicated.
• Overseeing clients while in-house, ensuring their events go as they expect and anticipating their needs.
• Organize all in-house hotel functions.
• Responsible for preparing and distributing the Function Sheets on a daily basis. This includes the prompt distribution of last minute changes to affected departments.
• Administrative duties such as prepare vouchers for F&B outlets, printing daily signage, prepare weekly minutes, prepare VIP Amenity Forms and cards
• Timely execution of correspondence: confirmation letters, intro letters, resumes, thank you letters, proposals, catering contracts, event orders and billing

Requirements

• Proven ability to plan and organize events effectively, with an acute sense on detail.
• Working knowledge of Opera Cloud, MS Office, Social Tables

Nice to have

• Hospitality diploma or degree an asset.
• Previous Conference Service Coordinator or Food & Beverage experience is an asset

Benefits

• Subsidized staff accommodation provided
• Complimentary meal in our staff cafeteria per shift
• Access to our Employee Travel Program, with discounts on room rates and food & beverage at Fairmont & Accor properties worldwide
• Hotel leisure benefits including Golf/Ski passes