Conference Services & Catering Coordinator - Year Round - Full Time

Steamboat Ski Resort•Steamboat Springs, CO

5d•Onsite

About The Position

The Conference Services & Catering Coordinator supports Steamboat’s Sales and Catering team through the full cycle of catering and conference services processes. The role provides key administrative support, contributes to sales efforts, and works with appropriate departments, clients, managers, vendors, banquet staff, and food and beverage teams. It is a year-round, full-time position primarily based in Steamboat Springs, Colorado. The coordinator manages departmental reports, records, communications, billing, event documentation, menus, and administrative functions. The role also supports event planning and execution, including preparing detailed banquet event orders, estimates, layouts, and providing onsite assistance for conferences, weddings, and social events. Work may take place indoors and outdoors, including exposure to harsh and varying weather conditions. Nights and weekends may be required as needed.

Requirements

High school diploma or GED equivalent.
Good communication skills.
Ability to work nights and weekends as needed.
Ability to work outside in sometimes inclement weather.
Valid driver's license, Certificate of Insurance, and ability to meet company insurability requirements.
Ability to travel by vehicle when required, including at times in Colorado winter driving conditions.
Ability to interact and maintain positive relationships with guests, coworkers, and management consistent with the company’s Service Excellence standards.
Ability to communicate clearly in English, verbally, non-verbally, and in writing.
Ability to lift up to 50 pounds, stand and walk for long durations, and work seated in front of a computer for prolonged periods.
Must be at least 18 years of age.

Nice To Haves

Knowledge and use of Salesforce/Delphi, including running reports, contact management, and generating contracts.
Knowledge and use of Microsoft Office products, including designing and creating Excel reports and Word memos.
Ability to provide ski or ride tours with groups.
Bachelor’s degree.

Responsibilities

Work closely with Catering & Conference Services Managers and the Director of Hotel Sales and Catering.
Lead various initiatives in social and group catering to grow sales and ancillary spend.
Monitor the conference services inbox and voicemail and assist managers with leads, proposals, and RFPs.
Oversee daily and weekly reports and distributions for the Delphi Management system.
Update and program menus and items in the Delphi Sales Management system as requested.
Provide onsite support for banquet and food and beverage teams at conferences, weddings, and social events.
Oversee and carry out day-to-day departmental administrative functions.
Coordinate, initiate, and prepare client billing, ensuring it is sent accurately and on time.
Maintain group folders, pre-con notebooks, and preparation documents for group and social catering business; assist with issuing social catering contracts.
Oversee vendor communications, including pre-event questions and event load-in and load-out information.
Work with assigned groups to detail conference and event needs and provide accurate, detailed BEOs, estimates, and layouts.
Assist managers with scheduling, preparing, and executing site tours.
Distribute mail daily, share pertinent emails and intercompany information with managers, and update department bulletin boards.
Assist the Director and managers with special projects.
Comply with company policies, procedures, and regulatory requirements.
Perform other duties as assigned.

Benefits

Free Alterra Mountain Pass for eligible employees and eligible dependents for winter and summer, and a free IKON Pass for eligible employees.
Discounted skiing and riding for friends and family of eligible employees.
Vacation and sick time policies for eligible employees.
Discounts on outdoor gear, apparel, rental cars, and other items.
Medical, dental, vision, life, AD&D, short-term and long-term disability insurance, EAP, HSAs, and FSAs for Year Round, Flex Year Round, and Season-to-Season employees.
Apex-MEC minimum essential coverage plan for seasonal employees without an offer of major medical coverage, including preventive visits, urgent care visits, free telehealth, limited hospitalization, prescription drug benefits, and free multilingual behavioral health.
401(k) plan with company match.
Discounted tuition with a partner online university.
Paid parental leave of up to six weeks for eligible employees.
Free regional bus pass.