POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, Snow Mountain Ranch, which operates a mission-based family and group conference and retreat center, and a residential camp, serving more than 50,000 guests annually. The Special Event Venue Coordinator is primarily responsible for effectively coordinating services to meet the needs of customers seeking to hold a conference, family reunion, wedding, or special event at Snow Mountain Ranch.

OUR MISSION AND CULTURE: 

We firmly believe in our mission of putting Christian principles into practice through programs, staff, and facilities in an environment that builds a healthy spirit, mind, and body for all. YMCA of the Rockies staff are key players in helping cultivate an environment of healthy living, youth development, and community impact on our breathtaking properties outside Rocky Mountain National Park. This is a place where nature inspires, and staff lead with heart. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests, and staff. The work each staff member does matters. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other.  

ESSENTIAL FUNCTIONS:

• Assist couples with wedding venue planning, billing, and catering arrangements, process banquet event orders, manage weddings according to contracts, and review post-wedding evaluations.
• Effectively manage all wedding & special event inquiries through the entire event life cycle, including, but not limited to, initial inquiry, contract creation, deposit collection, event coordination, billing, and post-event evaluation.
• Communicate effectively with the Group Sales Director to ensure processes for the creation of wedding, special event, and day group contracts are being correctly created and managed in keeping with Group Sales SOPs.
• Hire, train, schedule, and evaluate the performance of the Weddings and Events Associate (seasonal position).
• Assist group leaders of assigned groups with pre-conference planning, managing groups according to contract, and post-conference evaluation.
• Handle arrangements for day groups, process internal event requests, and serve as the Conference Coordinator for YMCA of the Rockies events, such as the Donor Picnic, Vision Retreat, and Fall Board Retreat.
• Coordinate and lead guest tours as needed.
• Assist the Conference and Guest Registration Desk with check-ins and checkouts of groups, weddings, and guests.
• Serve as the liaison between weddings/special events and Food Service (catering) as needed, and create Banquet Event Orders (BEOs) for each of these events.
• Become proficient in the operation of property management systems, radio and switchboard operations, and general office equipment.
• Update and develop various training materials for Special Event Venue staff.
• Assist Conference staff with daily checklist tasks as needed.

• Attend scheduled pre-conference and staff meetings.

• Possess a valid, USA state-issued driver’s license, an acceptable driving record, and comply with YMCA driving rules to be approved to operate YMCA vehicles.

REQUIREMENTS/QUALIFICATIONS:

• An associate or bachelor’s degree in business, hotel management, or a related field, or a minimum of one year of experience in the resort industry, public relations, sales, or a related field.
• Ability to work flexible days, including weekends, holidays, and evenings. Most weddings and special events are on weekends, and the coordinator would be expected to be on duty during those times. 
• Should be able to lift to 30 pounds.
• Demonstrate ability to speak, read, and write fluently in English.

GENERAL YMCA OF THE ROCKIES REQUIREMENTS:

• Uphold and reflect the YMCA core values of Caring, Honesty, Respect, Responsibility, and Faith in all functions
• Uphold the YMCA of the Rockies Mission, policies, and programs.
• Possess and demonstrate excellent customer service skills, for example, friendly, personable, helpful, patient, and professional.
• Support the YMCA of the Rockies' safety program. Promote safe work practices and a safe environment for guests, members, and staff.
• Promote a cooperative, positive, and flexible atmosphere while working with others in a diverse community.
• Attend required abuse risk management training and report suspicious or inappropriate behaviors and policy violations.
• Commitment to diversity, equity, inclusion, and anti-racism is required.
• Must meet acceptable criminal background check standards.
• All other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Administrative tasks will primarily be carried out in a fast-paced office environment; the office is extremely busy with many distractions.
• Position requires the ability to move and set up tables, chairs, A/V equipment, and wedding décor. When there is a wedding, it may be necessary to be on your feet all day long.
• Responsibilities require the ability to quickly get in and out of vehicles numerous times during weddings and events.
• May need to stand at the computer station for long periods of time.

Note: Employees are held accountable for all duties of this job. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

ADDITIONAL INFORMATION: 

YMCA of the Rockies is a Praesidium-accredited organization. The YMCA of the Rockies hiring process reflects the values and goals of Praesidium and other accredited organizations. For more information regarding Praesidium accreditation, please visit https://www.praesidiuminc.com/.  

COMPENSATION PACKAGE & EMPLOYEE PERKS:

• Health, dental, and life insurance
• Generous PTO/Vacation
• Participation in YMCA Retirement Fund (an additional 12% contribution by YMCA after 2 years of employment)
• Employer-owned rental housing may be available nearby - Contact Human Resources for more information.
• YMCA of the Rockies membership
• Discounted childcare, summer day camp, and summer overnight camp
• Discounted nights at YMCA of the Rockies lodges for friends & family
• Ski and golf passes to nearby resorts & courses
• Free or discounted gear rentals for outdoor adventures
• View all YMCA of the Rockies employee perks by visiting here.

Salary : $21 - $26