Conference and Events Coordinator

The Ballantyne Hotel & Spa, Charlotte•Charlotte, NC

About The Position

The Conference Services Coordinator is responsible for the successful planning, coordination, and execution of conferences, meetings, and events held at the hotel. This role involves liaising with clients, managing event logistics, overseeing setup and teardown, and ensuring exceptional guest experiences.

Requirements

Proven experience in event planning and coordination.
Strong organizational and time management skills.
Excellent communication and interpersonal skills.
Proficiency in event planning software and tools.
Ability to work under pressure and meet deadlines.
Attention to detail and a commitment to delivering exceptional service.
Flexibility to work varying shifts, including weekends and evenings.

Responsibilities

Client Relations:
Build and maintain strong relationships with clients.
Conduct site inspections and propose suitable event spaces.
Provide comprehensive event planning and consultation services.
Address client inquiries and concerns promptly and professionally.
Event Planning and Coordination:
Develop detailed event plans, including timelines, budgets, and floor plans.
Coordinate with various departments (catering, housekeeping, engineering, etc.) to ensure seamless event execution.
Manage event budgets and track expenses.
Oversee event setup and teardown, including audiovisual equipment, furniture, and décor.
Handle event registration and attendee management.
Logistics and Operations:
Coordinate with vendors and suppliers to secure services like catering, transportation, and entertainment.
Manage room blocks and guest reservations.
Monitor and enforce hotel policies and procedures.
Troubleshoot and resolve issues that may arise during events.
Conduct post-event evaluations and identify areas for improvement.