Conference Service Manager - The Coeur d'Alene Resort

Job Title

Conference Services Manager

Job Summary

The Conference Services Manager serves as the primary liaison between group clients planning large events or conferences and the resort’s operations team, ensuring seamless execution of all event details. This role encompasses the full scope of event planning, including food and beverage coordination, function room setups, diagrams, audiovisual requirements, décor, entertainment, transportation, room deliveries, golf, spa, activities, and resort restaurant reservations. The manager effectively communicates these details through banquet event orders in Salesforce and other communication tools. Strong project management skills and the ability to build strong relationships with clients and internal teams are essential for success in this role.

Essential Functions

● Conduct Pre-Planning visits, review client agenda with the assigned resort event spaces, and present catering options to prospective clients.

● Communicate with clients to gather all specifications for their meetings and events.

● Anticipate client needs and ask detailed questions to ensure all necessary information is obtained for seamless event execution.

● Input and manage all event-related details in the Resort’s database management system (Amadeus Delphi), including group resumes, diagrams, and other documentation.

● Develop detailed event orders and banquet event orders (BEOs) for resort teams, ensuring all departments have clear instructions for seamless execution.

● Arrange for event coordination, including audiovisual requirements, room setup, entertainment, transportation, and special requests.

● Coordinate with culinary and operations teams to manage event logistics, arrange banquet services, and communicate client expectations to internal staff.

● Develop strong client relationships to encourage repeat group business and monitor food and beverage minimums.

● Participate in daily team meetings to review banquet event orders (BEOs) with key hotel staff and weekly group resume review.

● Oversee conference center operations to ensure proper setup and teardown of meeting and event spaces.

● Drive revenue growth by upselling food and beverage enhancements, audiovisual equipment, and other revenue-generating opportunities under the guidance of the Director of Catering & Conference Services.

● Maintain a Monday–Friday daytime work schedule, with frequent evening and weekend shifts during peak season. Must be on-site to support clients during major setup days and outdoor events and remain on call for client inquiries while on property.

● Address guest concerns with a proactive and solution-oriented approach, ensuring a seamless and positive experience while maintaining the resort’s luxury service standards.

● Continuously seek ways to enhance the luxury guest experience through innovative service ideas.

Job Requirements

● Associate or bachelor's degree preferred.

● Minimum of two years of experience in hotel event coordination and catered food & beverage service required.

● Strong verbal, listening, and written communication skills required.

● Excellent time management skills with the ability to stay organized while managing multiple projects.

● High-level customer service skills with the ability to maintain a professional demeanor.

● Goal-oriented with the ability to meet deadlines.

● Ability to work both independently and as part of a team.

● Proficiency with technology required.

● Experience with Microsoft Office, Microsoft Outlook, Amadeus, and Opera preferred.

COMPENSATION & BENEFITS OPPORTUNITIES

Compensation: DOE Incentives

Work Perks:

• Employee meal program
• FREE parking

Medical, Dental, Vision & Life Insurance, Flexible Reimbursement Plan:

• Full-Time Employees are offered these benefits first of the month following 60 days of employment
• Must maintain a minimum of 30 hours per week or more.
• Access for you and your dependents to the Hagadone Medical Clinic, powered by PMR.

401K Plan:

• Team members are eligible to participate at the age of 21 or greater and at the 1st of the month following 60 days of employment.
• 2% match with a 4% contribution from the team member.

PTO:

• 6 months gets 7 PTO days - 728 hours (average 28 hours per week)
• 1 year gets 10 PTO days - 1,456 hours (average 28 hours per week)
• 2-4 years gets 15 PTO days - 1,456 hours (average 28 hours per week)
• 5 years gets 20 PTO days - 1,200 hours (average 23 hours per week)

Holiday Pay:

• Hourly team members who work on Thanksgiving and Christmas will be paid their wage at time and a half.

Employee Discounts:

• Team members enjoy 10-25% off at our beautiful Spa, 20% off at Hagadone Restaurants and Lounges, free daily cruises (team member only, upon availability), discounted room rates, and discounted golf rates just to name a few!