Conference Services Coordinator | Full Time

Omni Hotels & Resorts • Fernandina Beach, FL

12d • Onsite

About The Position

The Conference Services Coordinator provides administrative, organizational, and operational support to the Conference Services Department. This role assists in the planning, detailing, and execution of meetings, conferences, and group events to ensure accuracy, efficiency, and adherence to company standards. The Coordinator serves as a liaison between clients and internal departments, ensuring all event requirements are clearly communicated and properly executed.

Requirements

• High school diploma required
• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 lbs occasionally for event materials or supplies.
• Strong organizational and time‑management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite
• High attention to detail and accuracy.
• Ability to work collaboratively in a fast‑paced environment.
• Professional appearance and customer‑service orientation.

Nice To Haves

• associate or bachelor’s degree in Hospitality, Business, or related field preferred.
• Previous experience in hospitality, events, catering, or administrative support preferred.
• experience with event management systems preferred.
• May require occasional evening, weekend, or holiday availability based on event schedules.

Responsibilities

• Support Conference Services Managers with event planning, detailing, and documentation.
• Prepare, update, and distribute Banquet Event Orders (BEOs), group resumes, and related event materials.
• Maintain accurate and organized event files, contracts, and departmental records.
• Assist with client communication, including responding to inquiries and providing information when managers are unavailable.
• Coordinate event materials such as signage, menus, and collateral.
• Provide administrative support including scheduling, data entry, billing assistance, and departmental reporting.
• Communicate event details to internal departments including Banquets, Culinary, AV, Front Office, and Housekeeping.
• Support onsite event needs as required to ensure smooth execution and guest satisfaction.
• Uphold company service standards and maintain a professional, guest‑focused demeanor at all times.

Benefits

• A culture of fun, inclusion, and growth.
• Complimentary meals.
• Health Insurance offered after 90 days.
• Matching 401(k) after one year.
• Performance-driven, ALL-IN culture.
• Discounted associate rates at Omni properties nationwide.
• Discounted parking available.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED