Conference Coordinator-FT

Description

Lake Junaluska Mission Statement

The mission of Lake Junaluska is to be a place of Christian hospitality where lives are transformed through renewal of soul, mind and body.  

Located in the Smoky Mountains of Western North Carolina, Lake Junaluska plays a vital role by providing a location for training and renewal. 

Each year Lake Junaluska will host over 200,000 guests who are engaged in spiritual training, recreation or renewal events and activities. 

Our guests include religious, non-profit and secular groups.  We are also a residential and vacation community. 

Essential Functions

• Must possess excellent hospitality skills and a strong desire to foster an attitude of Christian hospitality to “exceed guest expectations”.
• Reserve conference rooms and coordinate services for groups and organizations holding meetings, conventions and other events at Lake Junaluska, to include:
  • Organizing banquet or catering services
  • Reserve AV Equipment
  • Coordinate event space configuration changes, including communicating updates across operational departments
• Responsible for creating the Banquet Event Orders (BEOs) and meticulously document all event needs with an emphasis on communicating time sensitive changes to all support staff.
• Must assure all operational staff members are informed well in advance of the needs, demands, goals and general details of an event/conference so that support staff can extend the best possible guest experience/Christian hospitality.
• Responsible for educating, directing and guiding meeting planners through the planning process to ascertain the goals, and needs of the proposed meeting, in order to facilitate a smooth and flawless conference and/or event for the event planner, and operation support departments providing services.
• Responsible for organizing pre and post event meetings with groups and all supportive materials as needed.
• Be available to groups on property and proactively find ways to exceed expectations while maximizing overall yield for Lake Junaluska.
• Responsible for ordering VIP amenities upon request for meeting planners.
• Responsible for providing support to Group Sales Managers with monitoring payment(s) and room block pick-up.
• Responsible for creating estimated bills and collection of payment before groups arrive as well as billing for final payment as needed for revised charges.
• Serve as liaison between groups utilizing Lake Junaluska facilities with the Front Desk, Reservations and Marketing Staff.
• Attend all calendar meetings and provide needed support materials to operational staff.
• Comply with all safety policies, practices and procedures and report any unsafe activities or conditions immediately to supervisor and/or the Human Resources department.
• Perform other duties and responsibilities as assigned and required.

Qualifications

Knowledge, Skills and Abilities

• Associate’s degree or equivalent; or six months to one-year of related experience and/or training; or equivalent combination of education and experience
• Must possess an acute attention to detail.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Must have the following:

• Excellent written and oral communications skills with people from a wide variety of education and socioeconomic backgrounds.
• Excellent computer skills to include, Microsoft Office, electronic mail, routine database, word processing, spreadsheet, graphics, etc.
• Knowledge of Property Management System, Maestro and Delphi GMS preferred.
• Must be very detailed oriented with the ability to prioritize tasks, organize daily activity and to be able to multi-task projects/tasks.
• Ability to allocate time efficiently with minimal supervision.
• Ability to resolve customer service-related issues and troubleshoot a variety of customer, guests and/or employee questions.
• Must have solid customer service experience.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals; must be able to calculate rates, ratio and percentages and to create and interpret sales graphs.

Performance/Success Factors

• Be punctual to work and other related functions.
• Perform well in a team environment.
• Complete work in a timely, accurate, and thorough manner.
• Ability to prioritize daily tasks and events.
• Perform routine duties with minimal supervision.
• Provide leadership to others through example and sharing of knowledge/skills.
• Strives for excellence in all tasks and duties and foster an attitude of “exceeding guest expectations”.
• Able to work independently but operate within policy guidelines using independent judgment.

Working Conditions

• Light to moderate physical activity performing non-strenuous administrative type work.
• Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation, with quiet to moderate noise.
• Physical demands: able to lift up to 25 pounds, manual dexterity sufficient to reach/handle items.
• Works with the fingers and perceives attributes of objects and materials.
• Climb, balance, stoop, kneel; frequently moves about, able to stand, walk, and sit for extended periods.
• At times, be outdoors in all weather conditions.
• Vision: must be able to see close, have good vision to perform daily duties.
• Hours: 8:00 a.m. to 5:00 p.m. Monday through Friday, nights, weekend, holiday, OT, as required.

Lake Junaluska is an Equal Opportunity Employer