Conference Services Coordinator | Full Time

Omni Hotels & Spas • Amelia Island, FL

9d

About The Position

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

The position supports Conference Services Managers with event planning and documentation; prepares and distributes Banquet Event Orders (BEOs), group resumes, and related materials; maintains event records; assists with client communications and event materials; and provides administrative support such as scheduling, data entry, billing assistance, and reporting. The Coordinator communicates details to internal teams and may support onsite event needs to promote smooth execution and guest satisfaction while upholding service standards and a professional, guest-focused demeanor.

Requirements

• High school diploma required.
• 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.
• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift up to 25 lbs for event materials or supplies.
• May require occasional evening, weekend, or holiday availability based on event schedules.

Nice To Haves

• Associate or bachelor’s degree in Hospitality, Business, or a related field.
• Previous experience in hospitality, events, catering, or administrative support.
• Experience with event management systems.

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.

Benefits

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

What This Job Offers

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