Conference Coordinator-FT

LAKE JUNALUSKA ASSEMBLY INC•Lake Junaluska, NC

1d•Onsite

About The Position

The Conference Coordinator is responsible for reserving conference rooms and coordinating services for groups and organizations holding meetings, conventions, and other events at Lake Junaluska. This role requires excellent hospitality skills and a strong desire to foster an attitude of Christian hospitality to exceed guest expectations. The coordinator will organize banquet and catering services, reserve AV equipment, and manage event space configuration changes, ensuring clear communication across operational departments. A key responsibility is creating Banquet Event Orders (BEOs) and meticulously documenting all event needs, with a focus on communicating time-sensitive changes to support staff. The role also involves educating, directing, and guiding meeting planners through the planning process to ensure smooth and flawless conferences and events. This includes organizing pre and post-event meetings, being available to groups on property, and proactively seeking ways to exceed expectations while maximizing yield for Lake Junaluska. The position also supports Group Sales Managers with payment monitoring and room block pick-up, and handles estimated bills and final payments. The Conference Coordinator serves as a liaison between groups and various internal departments, attends calendar meetings, and complies with all safety policies.

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.
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.
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.
Solid customer service experience.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to calculate rates, ratio and percentages and to create and interpret sales graphs.
Be punctual to work and other related functions.
Perform well in a team environment.
Complete work in a timely, accurate, and thorough manner.
Ability to prioritize daily tasks and events.
Perform routine duties with minimal supervision.
Provide leadership to others through example and sharing of knowledge/skills.
Strives for excellence in all tasks and duties and foster an attitude of “exceeding guest expectations”.
Able to work independently but operate within policy guidelines using independent judgment.

Nice To Haves

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

Responsibilities

Reserve conference rooms and coordinate services for groups and organizations.
Organize banquet or catering services.
Reserve AV Equipment.
Coordinate event space configuration changes and communicate updates across operational departments.
Create Banquet Event Orders (BEOs) and document all event needs.
Communicate time-sensitive changes to all support staff.
Educate, direct, and guide meeting planners through the planning process.
Organize pre and post-event meetings with groups.
Be available to groups on property and proactively find ways to exceed expectations.
Order VIP amenities upon request for meeting planners.
Provide support to Group Sales Managers with monitoring payment(s) and room block pick-up.
Create estimated bills and collect payment before groups arrive, and bill for final payment as needed.
Serve as liaison between groups and 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.