What are the responsibilities and job description for the Conference Planning Coordinator position at Lansdowne Resort?
Job Summary
The Conference Services Coordinator directly supports the Conference Services office by coordinating various aspects of hotel conferences and special events.
Essential Functions
- Provides assistance to Conference Services Director and Conference Planning managers
- Handle all aspects of customer service for assigned groups or tasks
- Work with planning managers to coordinate and disseminate group rooms information internally and to clients.
- Manage client accounts in Delphi – account assignments, space management, merge documents as needed.
. Generate and disseminate event related reports to the resort.
- Contract with outside vendors (musicians, florists, etc…) if requested by client/planning manager
- Generate check requests for outside vendor payment if needed
- Assist DOCS with financial/administrative needs and reporting as assigned such as checkbook maintenance, expense reports, accruals, etc.
- Collect, disseminate and assemble all information regarding upcoming groups/events for the weekly distribution report.
- Maintain master event book and planning calendar to assist DOCS in the account turnover process.
- Flexible to work early AM, late evenings and possible weekends.
- Provide support to the conference concierge desk when needed.
. Function as a liaison between planning and group clients as assigned i.e. Greet clients in the AM to ensure all meeting specifications are accurate, oversee banquet functions in the absence of a planning manager, etc.
.Receive, block, plan and distribute pertinent information regarding all in house events. Provide clear and concise information to all areas.
.Attend meetings as assigned – group pick up, conference review, pre-cons, sous chef meeting
Other Duties
- All Associates are required to fully comply with hotel and departmental rules, regulations and policies for the safe, secure, effective and environmentally friendly operation of the hotel facilities. Examples include, but are not limited to lost and found procedures, emergency procedures, recycling efforts, etc.
- Attend and participate in all hotel and/or departmental meetings, training sessions and other information meetings.
- Regular attendance in conformance with hotels standards is essential to the successful performance of this position.
- Comply with hotel grooming standards for both uniformed and non-uniformed associates.
- Comply with hotel service and behavioral standards towards our guests, vendors and fellow colleagues, including, but not limited to ensuring proper phone etiquette, courteous and respectful behavior and maintaining a friendly and positive attitude.
- Perform all other duties as directed by management that are consistent with the policies and procedures of the hotel.
Working Conditions & Physical Requirements
Physical Effort:
Significant portions of day require prolonged standing, moving and sedentary work. Ability to visually review documents and computer screen throughout day.
Physical Environment:
Ability to walk or stand for extended periods of time during course of shift.
Manual Skills
Significant portions of daily assignments involve application of manual skills requiring motor coordination in combination with finger dexterity, e.g., typing, handwriting, or machine operations.
Work Schedule:
Due to the cyclical nature of the hospitality industry, Associates may be required to work varying schedules to reflect the business needs of the hotel.
Safety:
Responsible for operating within hotel safety guidelines, including the safe and responsible operation of hotel equipment. Reports and addresses safety concerns as they arise. Ensures safe handling of chemicals in accordance with hotel and department standards and utilizes proper personal protective equipment (PPE) when appropriate.
Qualifications
Education:
High school diploma or equivalent vocational training certificate required. Some college or college degree preferred. Degree in hospitality management preferred.
Experience:
Minimum two to three years administrative experience. Prior experience within a four star hotel brand preferred.
Computer Skill & Other Technical Skills:
Ability to utilize computer software and hardware required. Ability to easily maneuver on computer keyboard required.
Ability to learn, utilize and communicate effectively via company issued communication devices (e.g. Nextel phones, etc).
Communication:
Advanced ability to comprehend and speak English to understand and respond to information and address advanced guest requests required both verbally and in writing. Knowledge of additional language(s) preferred.
Licenses or Certifications:
n/a
Other:
Must be customer-service oriented and have excellent hospitality skills.
Must be able to calculate basic mathematic functions.
