Conference Concierge and Events Coordinator

Join Ithaka Hospitality Partners on an Exciting Journey!

Are you ready to be part of something extraordinary? Ithaka Hospitality Partners is seeking a visionary and service-driven Conference Concierge and Events Coordinator to join our dynamic Sales team at Elevation Convening Center & Hotel.

We are looking for organized, and detailed oriented professionals to deliver exceptional group experiences by providing attentive service to meeting planners, coordinating event logistics, and supporting the execution of group programs through detailed administrative and operational support.

Position Summary

The Conference Concierge serves as the primary on-site liaison for group clients and acts as a key administrative support resource for the Conference Services team. This position is responsible for ensuring seamless communication between clients and hotel departments before, during, and after events while assisting with the preparation, coordination, and distribution of conference service documentation.

Essential Responsibilities

Group & Event Support

• Serve as the on-site point of contact for group and meeting clients during programs and events.
• Welcome meeting planners and group leaders upon arrival and provide hotel orientation as needed.
• Respond promptly to client requests and coordinate solutions with hotel departments.
• Conduct daily check-ins with group contacts to ensure expectations are met and issues are resolved.
• Assist with group arrivals, departures, registration areas, and event setup verification.

Monitor event activities and communicate schedule changes or special requests to operational departments.

• Maintain a visible presence throughout group programs to ensure exceptional service delivery.

Conference Services Administrative Support

• Assist Conference Services Managers with the preparation and distribution of Banquet Event Orders (BEOs).
• Prepare BEO Meeting packets and reports for weekly BEO meetings.
• Generate and distribute 10-Day Reports and other operational planning reports.
• Update event details within the sales and catering system.
• Assist with creating group resumes, coordinate with GRC for group rooming lists, amenity requests, and internal communication documents.
• Coordinate collection and distribution of event specifications to hotel departments.
• Maintain accurate event files and ensure all documentation is current and complete.

• Track deadlines for deposits, guarantees, rooming lists, and event changes.

Communication & Coordination

• Act as a liaison between Sales, Conference Services, Banquets, Front Office, Housekeeping, Culinary, and other hotel departments.
• Communicate client requests and event updates in a timely and professional manner.
• Participate in BEO meetings, pre-convention meetings, and operational planning sessions.

• Assist in preparing meeting agendas and follow-up communications.

Qualifications

• Hospitality, Hotel Management, Event Management, or related experience preferred.
• Minimum 1-2 years of hotel, conference services, catering, events, or guest services experience preferred.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• Detail-oriented with the ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office and hotel sales/catering systems preferred.

• Ability to work flexible schedules including evenings, weekends, and holidays as business levels require.

Key Competencies

• Guest Service Excellence
• Event Coordination
• Relationship Building
• Organization and Time Management
• Attention to Detail
• Problem Solving
• Communication

• Team Collaboration

Physical Requirements

• Ability to stand and walk for extended periods during events.
• Ability to lift up to 25 pounds occasionally.

• Ability to move throughout the hotel and meeting space areas frequently.

Success Measures

• Positive meeting planner and group satisfaction scores.
• Accurate and timely preparation of conference services documentation.
• Effective communication and coordination between departments.
• Successful execution of group programs and events.

• Strong internal and external client relationships.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.