Conference Services Coordinator

Job Title: Conference Services Coordinator

Department: Sales & Events

Reports To: Director of Sales / Director of Events

Classification: Exempt / Full-Time

Position Summary

The Conference Services Coordinator is responsible for the detailed planning, coordination, and flawless execution of meetings and events after contracts are secured by the Sales team. This role serves as the primary liaison between the client and hotel operations, ensuring all event details are accurately documented, communicated, and delivered to exceed client expectations while supporting hotel revenue and operational goals.

Key Responsibilities

Event Detailing & Planning

• Take ownership of meetings and events once contracted, serving as the client’s main point of contact through event completion.
• Conduct planning meetings and site visits to confirm event scope, timelines, and expectations.
• Create, maintain, and distribute accurate Banquet Event Orders (BEOs) and supporting documentation.
• Manage agendas, menus, AV requirements, and function space layouts.
• Ensure all contract details, concessions, and billing arrangements are executed as agreed.

Client Experience

• Build strong relationships with clients, acting as a trusted advisor throughout the planning process.
• Anticipate client needs and proactively recommend solutions or enhancements.
• Handle changes, special requests, and challenges with professionalism and urgency.
• Attend and manage on-site events as needed to ensure seamless execution.

Internal Coordination

• Serve as the communication bridge between clients and internal departments including Banquets, Catering, Culinary, Front Desk, Housekeeping, AV, and Engineering.
• Lead internal event resume meetings and pre-cons to ensure alignment across departments.
• Ensure accurate handoffs and timely communication of event updates or changes.

Financial & Administrative

• Monitor event budgets, guarantees, and billing accuracy.
• Review and finalize invoices, addressing discrepancies promptly.
• Track and meet established deadlines for deposits, rooming lists, guarantees, and post-event billing.
• Support hotel profitability through efficient use of space, labor awareness, and upselling when appropriate.

Qualifications

• 1–3 years of experience in hospitality, events, customer service, or administrative coordination (hotel or events experience preferred, but not required).
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High attention to detail with a willingness to learn systems, processes, and hotel operations.
• Strong customer service mindset with the ability to remain calm and professional in a fast-paced environment.
• Computer proficiency and comfort learning new software (experience with hotel sales/catering systems such as Delphi, CI/TY, or Opera is a plus, but not required).
• Ability to work a flexible schedule, including occasional evenings or weekends based on event needs.
• Team-oriented attitude with a desire to support and contribute to the hotel’s success. 

Physical & Work Requirements

• Ability to walk event spaces, stand for extended periods, and lift up to 25 lbs.
• Ability to work on-site during events, including early mornings, evenings, and weekends.

Why This Role Matters

The Conference Services Coordinator plays a critical role in transforming signed contracts into exceptional guest experiences. This position directly impacts client satisfaction, repeat business, and the hotel’s reputation for delivering seamless, high-quality meetings and events.