Conference Services Coordinator Job Description

Conference Services Coordinator Job Description

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Conference services coordinator provides high quality word processing, including org charts, reports, correspondence, Excel spread sheets, and Power Point presentations.

Conference Services Coordinator Duties & Responsibilities

To write an effective conference services coordinator job description, begin by listing detailed duties, responsibilities and expectations. We have included conference services coordinator job description templates that you can modify and use.

Sample responsibilities for this position include:

Ability to work evenings and weekends in support of conferences and/or campus events
Participate in website design and build applications
Using the Internet to promote and sell products or services
Scheduling conference rooms and completing department copying, filing, and supply ordering
Organizes campus events considering people, logistic processes and resources
Contacts customers and provides service for specific customers or products
Plans themes, schedules and activities for university ceremony events
Input and process transactions into electronic accounts receivable and billing systems
Maintaining accurate records of all Accounts Receivable transactions
Participate in marketing research and analysis to support a new product or initiative

Conference Services Coordinator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Conference Services Coordinator

List any licenses or certifications required by the position: CPR

Education for Conference Services Coordinator

Typically a job would require a certain level of education.

Employers hiring for the conference services coordinator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Hospitality, Education, Business, Associates, Business/Administration, Communications, Marketing, General Education, Communication, Hospitality Management

Skills for Conference Services Coordinator

Desired skills for conference services coordinator include:

Outlook
Word
Excel
Computers in a windows environment
Power Point
Delphi
Publisher
Sales & Catering
Property Manager

Desired experience for conference services coordinator includes:

Developing detailed marketing strategy
Manage, develop, and implement marketing activities to maximize services
Oversee and coordinate marketing activities for a significant user or specific group
Organizing and coordinating projects and events
Requesting new equipment and supplies
Act as point of contact to provide general support to conference and meeting space event organizers, including students, faculty, staff and external customers

Conference Services Coordinator Examples

1

Conference Services Coordinator Job Description

Job Description Example
Our growing company is hiring for a conference services coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for conference services coordinator
  • Partnering with multiple internal and external customers -- Client, Corporate Sales, Front of House, Banquet Services, Catering, Back of House, and Golf Operations– to deliver event execution
  • Supporting and serving as the onsite contact during event execution
  • Developing group quotes and negotiating with third-party product and service providers
  • Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm status of meeting, guest counts, needs for special equipment
  • Execute basic administrative tasks
  • Process all necessary departmental and financial paperwork/system entry as it relates to conferences and events
  • Work closely with various internal departments such as Athletics, Education, Student Life, ELS, Music, Registrar’s office, in-house catering service, to coordinate logistics of events to comply within the guidelines of the Events Management Plan
  • Data storage of the events, database, contact data entry
  • Gather materials and assemble information packages (e.g., brochures, promotional materials)
  • Study of feasibility of the events and selection of the best location to organize
Qualifications for conference services coordinator
  • Broad knowledge of event planning fundamentals and compliance requirements related to events and attendance at events
  • Three years of hospitality experience in conference services/event planning preferred
  • Four year college degree with concentration in Sales, Marketing, Business, or Communications or similar professional experience
  • Hospitality Sales & Marketing experience and/or related training that demonstrates advancement within the industry
  • Must be able to budget time in an efficient manner
  • Would prefer at least one year of experience in a hospitality role
2

Conference Services Coordinator Job Description

Job Description Example
Our innovative and growing company is hiring for a conference services coordinator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for conference services coordinator
  • Prepare pro forma costs file for each event, cooperating with the account department
  • Customer care in the different phases of the organization of the event (room setup, gadgets, spa voucher, guard robe)
  • Coordination among the different departments (F&B, kitchen, guest service, it, accounting, housekeeping, garage)
  • Follow up after the event in order to have a feedback and underline any areas of excellence highlighting any areas that require our attention
  • Sales calls outside the hotel
  • 2/3 Appointments per week with new potential clients
  • Receives and responds promptly (within 48 hours) to Conference Center space requests and catering orders
  • Assists with event planning and execution including conference center reservations, event set-up, the catering ordering process
  • Participates in campus and community events, including planning and day-of logistics
  • Monitor changes to weekly forecast information
Qualifications for conference services coordinator
  • Provide Swedish Cancer Institute (SCI) Clinical Leaders with agendas, attendance sheets and other documentation for Conferences
  • Coordinate with CME and outside speakers to provide educational support
  • Assist with the maintenance and selection of AV equipment for the SCI conference rooms
  • Assist with case reporting to state and/or central registry (FHCRC)
  • Update follow-up information in the cancer registry database by reviewing medical records, mailing follow up queries, and making phone calls
  • Assist Catering /Convention Services Team with proposals, contracts, BEOs and Event Resumes as needed, including any changes to the information
3

Conference Services Coordinator Job Description

Job Description Example
Our company is looking to fill the role of conference services coordinator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for conference services coordinator
  • Perform administrative duties such as typing proposals, letters, Event orders, Collect data, update data-bases, and complete departmental monthly reports
  • In turn, work directly with recreational departments and Spa to develop activity programming that meet group objectives and exceed guest expectations
  • Assist as needed with planning small groups
  • Serving as primary contact for coordination and execution of all internal meetings, banquet-only events, tour dinners and some small meeting programs
  • Due to the cyclical nature of the industry team members may be required to work varying schedules to reflect business needs
  • Performs daily office duties including proposals, contracts, filing, and internal/external communication by way of event orders, flags, and group resumes
  • Maintains orderly inventory of collateral/giveaway items, specifically the chef driven amenity program
  • Performs other related duties as outlined by Director of Catering and Area Director of Sales
  • Photocopy, and distribute agendas & banquet event orders
  • Maintain all general departmental files
Qualifications for conference services coordinator
  • Bachelor’s degree in business administration or hotel management (would be an asset)
  • Attentive to detail and service oriented
  • Hospitality diploma or degree is an asset
  • Professional telephone manner and a minimum typing speed of 50 wpm are required
  • A consistently professional approach, with a mindset to take ownership and responsibility within and outside one’s job domain
  • At least one year of experience working with undergraduate students in a higher education environment
4

Conference Services Coordinator Job Description

Job Description Example
Our innovative and growing company is hiring for a conference services coordinator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for conference services coordinator
  • Strive to exceed hotel’s catering goals through upselling group business and selling catering only functions at the hotel
  • Work with sales personnel to achieve required departmental sales team goals
  • Responsible for revenue maximization and control of Catering expenses through effective negotiation of services and accurate forecasting
  • Has current knowledge of hotel rates, strategies, discounts and promotions
  • Answer sales office phones when sales staff is not available
  • Transfer leads to the appropriate manger
  • Regularly follow-up with clients and maintain accurate and updated information
  • Coordinate all groups as contracted by the sales manager(s) /Asst
  • Administer all catering operations to include, but not limited to, guest service, planning, event execution, cost control implementation, systems management, catering forecast, department management, adherence to federal, state and local standards and meeting participation and facilitation
  • Individual would be responsible for the successful execution of catering/ banquet events, at the hotel pre- and post-arrival
Qualifications for conference services coordinator
  • Ability to work a flexible schedule driven by event business needs which may include evenings, weekends and occasional holidays
  • Able to lift 20-30 lbs with or without reasonable accomodation
  • At least one year of experience using event management software, such as EMS, R25, and Conference Programmer
  • Experience working in University Housing administrative environment
  • Experience in Catering & Conference Services in a hotel environment is preferred
  • Excellent Phone Skills exuding a "smiling voice" to the customer
5

Conference Services Coordinator Job Description

Job Description Example
Our company is searching for experienced candidates for the position of conference services coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for conference services coordinator
  • Consistently on time, and observes prescribed work, break and meal periods in compliance with standards
  • Act as a key resource for any logistical aspects of the Conference Center, for the catering kitchen access by approved Caterers and ensuring protocols are respected and for any questions related to alcohol orders for Staff & Faculty
  • Create signage for events taking place at the Center and take care of the posting of all events in both paper and digital boards
  • Perform on-site visit to the kitchen & Café’s operated by Food Services providers to ensure all employees are respecting the Ministère de l’Agriculture, des Pêcheries et de l’Alimentation’s (MAPAQ) food hygiene & safety rules, and that kitchen and food related equipment and assets are maintained to high standards of cleanliness and in good working condition
  • Handle the University Bar Inventory for all Staff & Faculty Events
  • Monitor accurate inventories of equipment and track all associated expenditures
  • Participate in Hospitality Conference Services weekly meetings and community events organized by the department
  • Participate in weekly meetings with Food Service Provider, track tasks and ensure performance
  • Oversee client’s smallware orders (china dishes & glassware)
  • Coordinate and oversee the repairs, maintenance, purchase and implementation of new equipment installation for Food Services & the Conference Center through the use of Internal and external supplier, get quotes and ensure timely and efficient work
Qualifications for conference services coordinator
  • Experience in a large university or complex corporate department, providing direct administrative support and overseeing multi-faceted office operations
  • AutoCAD, CAFM/IWMS, HTLM language experience preferred
  • Experience in a Luxuary 4 Diamond Resort Preferred
  • Experience in a Conference Services Role Preferred
  • High standard of appearance
  • Previous experience related to the catering & conference services, or event planning industry (preferred)

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