Conference Services Coordinator

Four Seasons Hotels and Resorts•New York, NY

13h•$32 - $35

About The Position

The Four Seasons Hotel New York Downtown is looking for a Conference Services Coordinator who share a passion for excellence and who infuse enthusiasm into everything they do. Our Conference Services Coordinator has the opportunity to shape guest experience by providing exceptional knowledge and service in support of our world-renowned hotels. This position reports to the Commercial Leaders. This role provides comprehensive administrative and operational support to the Conference Services Managers, ensuring the seamless planning, coordination, and execution of events and group programs. The position operates in a high-pressure, fast-paced environment with a diverse and dynamic client base and requires strong organizational skills, adaptability, discretion, and a solutions-focused approach, while consistently delivering service aligned with Four Seasons standards. Work authorization for the location is required. Four Seasons Hotel New York Downtown is diverse, inspiring and vibrant. As Conference Services Coordinator, you will be part of a team that prides itself on excellent service, driving inclusion & belonging, working collaboratively, demonstrating mutual respect and having a passion for providing exceptional client experiences. Your role is vital to the success of Four Seasons New York Downtown. You will be able to shape your work environment by contributing to new ideas, offer solutions and find ways to collaborate with all departments being at the heart of the operation. In return you will be provided with the same level of care that we expect to be shared with our employees and all backed by our impressive Employee Value Proposition.

Requirements

Excellent reading, writing and oral proficiency in the English language.
Strong interpersonal skills.
Strong problem-solving skills, ability to handle demanding situations and guests.
Elevated level of creativity and attention to detail.
Ability to handle multiple tasks and make decisions in a fast-paced client driven environment.
Ability to work long and irregular hours, holidays, weekends, and evenings.
A sincere willingness to provide service to guests and peers.
College Education preferred
1 year previous reservations, front office or banquet experience, catering sales or comparable sales experience

Responsibilities

Provide professional, courteous telephone and in-person service in accordance with Four Seasons standards.
Maintain accurate group and event records by inputting and updating bookings and activity in CRM and catering/conference systems.
Prepare precise and timely correspondence and documentation related to events, groups, and conferences.
Greet clients, conduct site tours when required, and assist with site inspection preparation for Conference Services Managers.
Support Conference Services and Catering Managers with the coordination and confirmation of event and group arrangements, including event details, room blocks, amenities, upgrades, and special requirements.
Assume operational responsibility for assigned Conference Services Managers when they are out of the office or engaged in large-scale programs, including monitoring and responding to manager email inboxes, triaging client and internal requests, and escalating urgent matters appropriately.
Interface directly with clients as directed to confirm logistics, changes, and operational details, exercising sound judgment and professionalism.
Provide on-site operational support during events, assisting the Catering and Conference Services teams to ensure smooth execution.
Prepare, distribute, and maintain all group and event documentation, including contracts, addendums, BEOs, menus, pickup and guarantee reports, change logs, amenity cards, resumes, internal meeting materials, pre- and post-conference documentation, and billing summaries.
Review post-conference billing and documentation, prepare attrition reports, and assist with billing adjustments in coordination with relevant departments and at the direction of management.
Complete basic printing tasks in alignment with brand standards.
Process purchase orders in accordance with hotel procedures and liaise with vendors to facilitate third-party services.
Produce required operational and administrative reports as directed by the Director of Sales and Commercial Director
Maintain a strong working knowledge of hotel venues, meeting spaces, capacities, layouts, and operational capabilities to support efficient event planning.
Operate confidently across required systems and platforms, including Opera, Microsoft 365, Golden Sales & Catering (internal Four Seasons CRM), BirchStreet, Meeting Broker, Prism, Canva, and office equipment.
Maintain well-organized files, records, and a clean, professional work environment.
Attend and actively participate in required departmental and hotel meetings.
Adhere to payroll, safety, emergency response, and confidentiality procedures in alignment with Four Seasons policies and EmPact standards.
Demonstrate professionalism, teamwork, punctuality, flexibility, and adherence to uniform and personal appearance standards.
Adapt to changing priorities, client needs, and operational demands in a deadline-driven, high-volume environment, applying a resourceful and solutions-oriented mindset at all times.
Prepare, manage, and distribute Banquet Event Orders (BEOs) for all internal hotel events, including Town Halls, staff celebrations, Residential enquiries and internal meetings.
Perform additional reasonable duties and special projects as assigned by the Director of Sales or Commercial Director, including redeployment when required to support business and guest service needs.