Conference Coordinator-FT

LAKE JUNALUSKA ASSEMBLY INC•Lake Junaluska, NC

22h•Onsite

About The Position

The Conference Coordinator serves as a critical link between the needs of each meeting planner that arrives at Lake Junaluska, and the operational support staff. Once an event planner meets and books an event with a member of the Lake Junaluska sales staff, the Conference Coordinator becomes the main point of contact for the meeting/event planner. The Conference Coordinator serves as the liaison, communicating the services each department will provide during the course of the conference and/or event, to both the event planner and operational staff. This critical role impacts each operations department and is the key to the total conference/events overall satisfaction, as it relates to providing exceptional customer service.

Requirements

Associate’s degree or equivalent; or six months to one year related experience and/or training; or equivalent combination of education and experience
Must possess an acute attention to detail.
Must have solid customer service experience, 1 year minimum - preferably in hospitality, guest services or event management.
MUST be very detail oriented with the ability to prioritize tasks, organize daily activity and to be able to multi-task projects/tasks.
Must have the following: 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.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
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.
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 Haves

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

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.
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.