Client Services Coordinator | Event Planning

JOIN OUR TEAM AT WESTERN CAMPS INC!

EXCITING JOB OPPORTUNITY: Client Services Coordinator

ABOUT US: At Western Camps Inc., we are more than just a team - we are a community united by our core values. Our key responsibility is prioritizing the well-being of all team members, encouraging self-care and personal growth, and extending genuine hospitality to all of the guests that visit us. At Western Camps Inc., our core values guide our actions and decisions every day. They shape our culture, define who we are, and drive us toward our shared vision of excellence. Join us and be part of a team where flexibility, ownership, integrity, collaboration, and care are not just words – they're the foundation of our success!

JOB DETAILS: The Client Services Coordinator is responsible for engaging with all incoming group clients to educate them about our services and organize their needs for their upcoming events. This includes meals, accommodations, meeting room requirements, activities, setups, itinerary confirmation, and accommodating special requests. The Coordinator ensures timely and efficient distribution of client-related information to all departments. Our group clients include weddings, outdoor education groups, and corporate groups covering retreats, conferences, meetings, group picnics, team-building events, reunions, holiday parties, and proms.This position is classified as a full-time, regular, hourly non-exempt position.

KEY RESPONSIBILITIES:

This position is responsible for taking on all GSC responsibilities for incoming groups. These responsibilities include, but are not limited to, the following:

• Engage with the point of contact(s) for all incoming group clients and
• Assist the Wedding Services Director with booked wedding client correspondence
• Maintain contact and communication with all group clients 1-4 months prior to their arrival to gather necessary information
• Check emails and voicemails daily. Ensure clients calls or emails are returned within a minimum of 24 hours
• Generate operational Banquet Event Orders for all group clients based on the information gathered during correspondence
• Generate rooming lists and food sheets for incoming group clients
• Communicate with all incoming group clients regarding dietary restrictions and communicate them to the operations team
• Generate final invoices for all group clients and send out prior to their arrival to ensure prompt payment based on their contract agreement
• Update all of the above as needed prior to client arrival
• Ensure the collection of all necessary forms, waivers, and paperwork prior to client arrival
• Assist Sales Managers with operational/logistics questions when trying to close a new sale
• Assist Sales Managers with questions regarding accommodation and facility availability when booking future events
• Schedule Event Security as needed

Invoicing: This position is responsible for ensuring all group clients are sent an accurate invoice prior to and upon conclusion of their event with the initial deposit invoice/tracking being done by the Sales Office Coordinator upon the group client booking. The invoicing responsibilities include, but are not limited to, the following:

• Ensuring accurate charges are entered into the group client’s account prior to sending an invoice
• Review each group client’s contract/service agreement to understand the payment terms and hold client accountable
• Ensure client receives an invoice at least once prior to arrival to prepare them to pay in full prior to departure if no other specified terms
• Check in with the Operations Manager immediately after a group’s departure to determine if additional invoices need to be sent to the client to ensure timely payment in full if still outstanding

Clerical Responsibilities: This position is responsible for overseeing several clerical and administrative responsibilities for the facility that serves as a source of information for both the Sales Managers and Operations Team. These responsibilities include, but are not limited to, the following:

• Maintain the Master Calendar
• Enter all new groups and b&b room occupancy to the Google Master Calendar
• Delete/Relocate groups on the Master Calendar who cancel or change dates of their event
• Reprint and repost calendar copies as needed
• Audit the Master Calendar and SCS regularly to ensure accuracy of both
• Add all group activities to the respective date and time in the Google Resort Staffing sheets and alert the Recreation Director of any changes done in short notice
• Kitchen Food Sheets
• Generate Food Sheets summarizing the food & beverage services for all incoming clients
• Check kitchen boards regularly to ensure food sheet accuracy
• Make updates to times, locations, counts, etc. on Food Sheets as needed for all incoming group clients and individual guests
• Updating & Posting Banquet Event Orders
• Add pertinent event details including the event purpose and objective(s) and group descriptions to all BEO’s
• Add maid service information to all BEO’s
• Group Client Itinerary Information
• Post client-provided itineraries after confirming they align with the information on our BEO’s
• Create daily class schedules and itineraries for Outdoor Education clients, and provide them to the Front Desk team in advance to prepare and distribute supporting materials to the client
• Accommodations Auditing
• Match guest room locations in HMS accommodations to the weekly rooming lists
• Notify the Office Manager and Operations Manager of any inaccurate information or missing guests accommodations

Onsites: This position will be required to perform onsite tours with booked clients with whom you have been assigned. These responsibilities include, but are not limited to, the following:

• Meeting with the client and giving them a guided and knowledgeable tour of the area(s) of the property that they wish to see
• Communicate all operational details with the client and make note of any details that they reveal about their event
• When appropriate, try to upsell the client on any additional services

Miscellaneous: This position may be required and will be trained to cover lunch breaks for the front desk receptionist(s) if necessary.

QUALIFICATIONS:

• At least 2 years’ experience in the Customer Service environment
• High school diploma or equivalent required
• Some college preferred with an emphasis in the event industry or event planning certifications
• Must be extremely detail-oriented with excellent verbal and written communication skills
• Must be proficient in the use of computers for word processing, simple accounting, databases, spreadsheets, email, and use of the internet
• Ability to organize time and talents to meet goals and deadlines
• Ability to work independently and with cross-functional teams
• Must share the mission and vision of hospitality and promote the mission of Western Camps, Inc. at all times

BENEFITS AND PERKS:

Competitive Salary

Health Insurance

Retirement Plan/401K

Professional Development Opportunities

Employee Discounts

Western Camps Inc. is an equal opportunity employer. We welcome and encourage diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, genetics, disability, or age.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $20 - $24