Convention Services Coordinator (Grouse Mountain Lodge)

Pursuit Collection•Whitefish, MT

1d•Onsite

About The Position

At Pursuit, we offer more than just a place to visit, we create opportunities for our guests to truly connect with iconic destinations. Our experiences include world-class attractions and distinctive lodges, all designed to highlight the unique beauty of each location. Beyond that, we offer thoughtfully crafted restaurants, retail, and transportation services that help our guests immerse themselves fully in the experience. What ties it all together are the friendly faces you’ll find along the way, the thoughtful amenities, and the delightful details that make every visit feel personal and unforgettable.

Requirements

The starting wage for this role is $22.00/hour.

Responsibilities

Support Convention Services Manager in servicing group, meeting, and convention clients from pre arrival through post event
Enter, update, and maintain accurate group details, rooming lists, function space, and event orders within Delphi
Prepare, proofread, and distribute Banquet Event Orders (BEOs), group resumes, and other event documentation to all relevant departments
Track due dates for deposits, guarantees, rooming lists, and other client deliverables, and follow up proactively with clients and internal partners
Coordinate with Banquets, Culinary, Front Desk, Housekeeping, Maintenance, AV, and other departments or vendors to ensure operational readiness for group arrivals and events
Assist with creation and maintenance of event diagrams, floor plans, and function space setups in collaboration with Convention Services and Banquet teams
Maintain organized electronic and/or physical files for all assigned groups and events, ensuring documentation is complete and accessible
Support site visits, preconvention meetings, and planner walk throughs by preparing materials, attending as needed, and capturing action items
Respond to routine client inquiries via phone and email regarding event details, timelines, menus, and hotel services, escalating issues as needed
Assist with preparation of group and event proposals, contracts, and addendums in coordination with Sales and Convention Services Manager
Generate and distribute internal communication tools such as weekly group pace, BEO packets, and function calendars
Assist with monitoring group pickup, cut off dates, and block management, and communicate updates to Revenue Management and Front Desk as directed
Support billing processes by ensuring billing instructions are accurate, charges are properly coded, and back up documentation is organized for review
Help collect and track post event feedback, survey results, and planner comments to support continuous improvement and future business
Work closely with the Convention Services Manager and Banquet leadership to ensure that contracted service standards and service levels are communicated and upheld
Maintain updated knowledge of hotel facilities, services, menus, and destination offerings to assist clients with questions and recommendations
Provide general administrative support to the Convention Services and Sales teams, including scheduling meetings, preparing reports, and organizing collateral
Serve as a positive, professional point of contact for planners and internal teams, representing the property and brand in a warm, polished manner
Perform other job-related duties as assigned by the Convention Services Manager