Conference and Guest Registration Manager

This position supports the YMCA of the Rockies, Snow Mountain Ranch, by assisting conference and family reunion groups with planning and ensuring all conference services are delivered in a timely, efficient, professional, and ethical manner. The role involves managing group logistics, coordinating with food service and other departments, handling billing, and providing emergency backup coverage. The manager also assists with training and SOP creation for new systems.

Responsibilities

• Assist group leaders with pre-conference planning, managing groups according to contract, and post-conference evaluation.
• Work effectively with Food Service staff to ensure group meal counts are accurate and coordinate catering and refreshment requests for assigned groups.
• Learn to navigate and effectively use the property and conference management systems so that staff are prepared to meet the group’s needs upon arrival and during their stay.
• Accurately update and prepare invoices for groups/guests, assist with taking payments, and troubleshoot billing issues.
• Assume managerial responsibility and delegate authority to co-workers when director-level management is absent.
• Typical work week will include two evening shifts (3-11:30 pm) and three split shifts (12-8:30 pm). Schedule may vary depending on vacation schedules and sick days.
• Provide emergency backup coverage for the Night Audit shift when operationally necessary.
• Assist Conference seasonal staff and international interns with administrative tasks that include the creation of the weekly preconference spreadsheet, group packets, arrival reports, and group dashboard.
• Work with conference and guest registration staff to perform all tasks on the conference's daily checklist and check groups and guests in and out.
• Act as a tactful liaison between group leaders, Conference staff, and other departments.
• Working closely with the Assistant Guest Registration Director and the Assistant Conference Director, create and follow plans and training schedules for new Front Desk and Conference staff.
• Assist with training of Front Desk and Conference staff as scheduled.
• Assist with creation of SOPs for the new Agilysys Sales and Catering and Property Management Systems as the systems go live.
• During assigned evening shifts, work closely with the evening seasonal staff to complete or supervise completion of an audit that includes, but is not limited to, counting cash boxes, handling large sums of revenue, and making nightly deposits.
• Confirm the accuracy of the income that has been deposited and run end-of-day reports.Process petty cash and payroll advance requests.
• Assist in answering and routing calls that come in through the switchboard, including emergency calls, and follow up as appropriate.
• With assistance from the Front Desk, monitor and provide appropriate response to fire panel trouble and fire alarms, and Thorguard lightning alert system.
• Coordinate and lead occasional group leader tours of the property.
• Work with guests to resolve any issues that arise.
• Attend scheduled pre-conference and staff meetings.

Requirements

• An associate or bachelor’s degree in business, hotel management or related field or a minimum of one-year experience in the resort industry, public relations, sales or a related field.
• Ability to work flexible days including weekends, holidays and evenings.
• Should be able to lift up to 30 pounds.
• Demonstrate ability to speak, read and write fluently in English.

Benefits

• Health, dental, and life insurance
• Generous PTO/Vacation
• Participation in YMCA Retirement Fund (an additional 12% contribution by YMCA after 2 years employment)
• Employer owned rental housing may be available nearby - Contact Human Resources for more information
• YMCA of the Rockies membership
• Discounted childcare, summer day camp, and summer overnight camp
• Discounted nights at YMCA of the Rockies lodges for friends & family
• Ski and golf passes to nearby resorts & courses
• Free or discounted gear rentals for outdoor adventures
• View all YMCA of the Rockies employee perks by visiting here.