Conference Services Coordinator at VP Management

Job Title: Conference Services Coordinator

Location: VP Management

Department: Sales & Catering

Reports To: Director of Sales

Position Summary:

The Conference Services Coordinator is responsible for planning, coordinating, and executing meetings, conferences, and events held within the hotels event spaces This role serves as the primary liaison between clients and hotel departments to ensure seamless event execution and exceptional guest satisfaction. 

Key Responsibilities:

Event Planning & Coordination

• Collaborate with clients to understand event objectives, requirements, and preferences. 
• Develop detailed event orders (BEOs) and timelines for internal departments.
• Coordinate logistics including room setups, audiovisual needs, catering, signage, and décor.
• Conduct site visits and preconference meetings with clients. 

Client Relations

• Serve as the main point of contact for clients from contract signing through event completion.
• Provide timely responses to inquiries and resolve issues with professionalism.
• Build and maintain strong relationships to encourage repeat business and referrals.

Internal Communication

• Liaise with banquet, culinary, front office, housekeeping, and engineering teams to ensure flawless execution. 
• Communicate changes and updates promptly to all relevant departments.

 Administrative Duties

•  Maintain accurate records of event details, contracts, and billing.
•  Assist with invoicing and post-event follow-up including feedback collection.
•  Support the sales team with proposals, contracts, and client communications as needed.

Sales Support

• Participate in sales calls and presentations when required.
•  Assist in up selling hotel services and amenities to maximize revenue.

Qualifications:

• Bachelor's degree in Hospitality Management, Event Planning, or related field preferred.
• 2+ years of experience in conference services, event planning, or hospitality.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• Proficiency in event management software and Microsoft Office Suite.
• Ability to work flexible hours including evenings, weekends, and holidays as needed.

Physical Requirements:

• Ability to stand and walk for extended periods.
• Lift and carry up to 25 lbs occasionally.
• Navigate event spaces and assist with setup oversight.