Conference Coordinator-FT

El coordinador de conferencias es responsable de reservar salas de conferencias y coordinar servicios para grupos y organizaciones que celebran reuniones, convenciones y otros eventos en Lake Junaluska. Esto incluye organizar servicios de banquetes y catering, reservar equipos audiovisuales, coordinar cambios en la configuración del espacio y crear órdenes de eventos de banquete (BEO). El rol también implica guiar a los planificadores de reuniones a través del proceso de planificación, organizar reuniones previas y posteriores al evento, y proporcionar apoyo en el sitio durante los eventos. El coordinador actúa como enlace entre los grupos y varios departamentos operativos para garantizar una experiencia fluida y excepcional para los huéspedes.

Responsibilities

• Reserve conference rooms and coordinate services for groups and organizations holding meetings, conventions and other events at Lake Junaluska, to include:
• Organizing banquet or catering services
• Reserve AV Equipment
• Coordinate event space configuration changes, including communicating updates across operational departments
• Responsible for creating the Banquet Event Orders (BEOs) and meticulously document all event needs with an emphasis on communicating time sensitive changes to all support staff.
• Must assure all operational staff members are informed well in advance of the needs, demands, goals and general details of an event/conference so that support staff can extend the best possible guest experience/Christian hospitality.
• Responsible for educating, directing and guiding meeting planners through the planning process to ascertain the goals, and needs of the proposed meeting, in order to facilitate a smooth and flawless conference and/or event for the event planner, and operation support departments providing services.
• Responsible for organizing pre and post event meetings with groups and all supportive materials as needed.
• Be available to groups on property and proactively find ways to exceed expectations while maximizing overall yield for Lake Junaluska.
• Conference coordinators are expected to be available to welcome groups, conduct site visits of meeting spaces, and provide on-site event support, including on weekends as business needs require.
• Responsible for ordering VIP amenities upon request for meeting planners.
• Responsible for providing support to Group Sales Managers with monitoring payment(s) and room block pick-up.
• Responsible for creating estimated bills and collection of payment before groups arrive as well as billing for final payment as needed for revised charges.
• Serve as liaison between groups utilizing Lake Junaluska facilities with the Front Desk, Reservations and Marketing Staff.
• Attend all calendar meetings and provide needed support materials to operational staff.
• Comply with all safety policies, practices and procedures and report any unsafe activities or conditions immediately to supervisor and/or the Human Resources department.
• Perform other duties and responsibilities as assigned and required.

Requirements

• Associate’s degree or equivalent; or six months to one-year of related experience and/or training; or equivalent combination of education and experience
• Must possess an acute attention to detail.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Excellent written and oral communications skills with people from a wide variety of education and socioeconomic backgrounds.
• Excellent computer skills to include, Microsoft Office, electronic mail, routine database, word processing, spreadsheet, graphics, etc.
• Must be very detailed oriented with the ability to prioritize tasks, organize daily activity and to be able to multi-task projects/tasks.
• Ability to allocate time efficiently with minimal supervision.
• Ability to resolve customer service-related issues and troubleshoot a variety of customer, guests and/or employee questions.
• Must have solid customer service experience.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals; must be able to calculate rates, ratio and percentages and to create and interpret sales graphs.

Nice to have

• Knowledge of Property Management System, Maestro and Delphi GMS preferred.