Conference Services Coordinator - Full Time

About the Role

The Conference Services Coordinator provides operational, administrative, and event planning support (internal & external functions) for the Conference Services department. This position serves as a key resource by coordinating administrative processes, managing group room logistics, and independently planning and servicing assigned meetings and events. The Coordinator partners closely with Conference Services Managers, Reservations, Sales, and operational departments to ensure exceptional guest experiences through accurate communication, seamless event execution, and efficient departmental operations.

Responsibilities

• Exceed customer service expectations by the client, group, and Biltmore.
• Exceed established departmental budget and revenue goals.
• Independently plan and service assigned meetings and events from initial planning through final execution as needed.
• Serve as the primary client contact for assigned groups, providing timely communication and exceptional customer service throughout the planning process.
• Prepare and maintain Banquet Event Orders (BEOs), Group Resumes, diagrams, and all supporting event documentation.
• Conduct planning meetings, site visits, pre-conference meetings, and on-site event support as assigned.
• Coordinate event logistics with operational departments to ensure accurate communication and flawless execution.
• Meet and greet clients during programs and respond promptly to requests or operational changes.
• Effectively manage a large number of clients and details.
• Explain the features, benefits, capabilities, and limitations of Biltmore Estate activities, tours, food and beverage outlets, meeting facilities, hospitality, and services to maximize revenue for each booking.
• Work effectively with all departments across the estate to ensure smooth execution of all events, including timely communication of information to internal departments.
• Attend group resume and banquet event order meetings and communicate all important details, changes, and guarantees for each event to all affected departments.
• Coordinate group room blocks in partnership with Reservations and Conference Services Managers.
• Manage rooming lists, reservation changes, and contracted room block updates.
• Serve as the primary liaison between Conference Services, Reservations, Sales, and clients regarding group room logistics.
• Assist clients with rooming list requirements, reservation questions, VIP accommodations, and special room requests.
• Provide advanced administrative support to the Director of Conference Services and Conference Services Managers.
• Review contracts, banquet event orders, and supporting documents for accuracy prior to distribution.
• Coordinate distribution of event documentation and reports to clients and internal departments.
• Manage office operations including department supplies, forms, reference materials, and shared resources.
• Perform other projects and tasks as assigned.

Requirements

• High school diploma. Additional education, training, and/or certification(s) preferred.
• At least two (2) years of experience in hospitality. Equivalent combination of education/experience considered.
• Ideal candidate will have related food/beverage, sales, or other experience in an attraction or upscale hotels/resorts.
• Working knowledge in Excel, Word, and PowerPoint; ability to quickly learn Biltmore's systems and procedures, as well as products and services.
• Outstanding interpersonal and communication skills; ability to convey information clearly, concisely, and effectively to various audiences; public speaking skills a plus.
• Excellent planning, organizational, time, and project management skills; keen attention to details with focus on quality, accuracy, and service; prioritizes work and adapts.
• Proactive, exercises good judgment; can anticipate and troubleshoot; maintains confidentiality.
• Energetic and quick to learn.
• Can successfully perform tasks with minimal supervision.
• Shows initiative and works as a team player.
• Maintains a positive attitude while working under pressure.
• Represents company professionally at all levels, internally and externally.
• Previous use of Delphi FDC is preferred but not required.

Physical Requirements

• Strong verbal and written skills required for effective communication.
• Some travel across the estate to event locations required; incumbent must have a valid driver's license and be at least 19.
• Required to lift up to 50 pounds on occasion.
• Must be able to remain sitting for 60% of the shift and work under variable temperature conditions (extreme heat or cold) and noise levels.
• Accesses historic buildings/locations that may require climbing stairs.

Schedule

Monday - Friday, 8:30 AM - 5:00 PM.