Conference Services Coordinator

Chetola Resort•Blowing Rock, NC

8h•Onsite

About The Position

Chetola Resort is seeking a detail-oriented and guest-focused Conference Services Coordinator to support the planning and execution of meetings, conferences, and social events. This role is vital in ensuring seamless communication between clients, departments, and vendors—bringing events to life with precision, creativity, and the warm hospitality that defines Chetola.

Requirements

Prior experience in event coordination, catering, or hospitality services required.
Strong written and verbal communication skills.
Availability to work evenings, weekends, and holidays as required by event schedule.

Nice To Haves

Proficiency with event management systems, Microsoft Office, and/or POS systems preferred.

Responsibilities

Serve as the primary liaison between clients and the resort once events are booked.
Conduct pre-event planning meetings to review timelines, menus, and logistics.
Ensure all event details are executed flawlessly, delivering a memorable guest experience.
Partner with the Sales Manager to send post-event follow-up and thank-you emails, reinforcing strong client relationships and encouraging repeat business.
Coordinate event setup details with Banquets, Culinary, AV, and Facilities teams.
Prepare Banquet Event Orders (BEOs) and ensure accuracy and distribution to all departments.
Troubleshoot issues during events with professionalism and quick problem-solving.
Act as the primary coordinator for all internal meetings, including staff meetings and leadership gatherings, ensuring smooth setup, communication, and service delivery.
Maintain detailed records of all client communications and event specifications.
Support departmental scheduling, floor plans, and resource allocation.
Participate in team meetings to review upcoming events and feedback from prior ones.
Track and monitor billing, deposits, and final payments in collaboration with the Sales Manager and Accounting.