Conference Services & Sales Coordinator job

Key Responsibilities

• Serve as the primary contact for clients after contract turnover from the Sales Manager.
• Manage event and group details from planning through execution.
• Prepare and distribute Banquet Event Orders (BEOs), Group Resumes, and event documentation using Delphi.
• Cover pre-event planning calls, site visits, and pre-convention meetings.
• Cover special requests, VIP amenities, rooming lists, and event logistics.
• Maintain accurate client records and communication within Delphi.

Operations Coordination

• Cover closely with Front Office, Housekeeping, Food & Beverage, and Banquet Operations teams.
• Cover all event details are accurately communicated and executed.
• Cover participation in weekly BEO meetings and operational planning sessions.
• Cover troubleshooting last-minute changes and providing real-time solutions during events.

Billing and Administrative Responsibilities

• Cover processing and tracking deposits, authorizations, and group billing.
• Cover posting banquet and event charges accurately and timely in Opera.
• Cover reviewing final invoices and ensuring billing accuracy before client distribution.
• Cover maintaining organized event and financial documentation.
• Cover assisting with reporting, forecasting support, and sales administrative functions.

Sales Support

• Cover assisting with prospecting, lead generation, and database management.
• Cover supporting sales initiatives, site tours, client events, and relationship-building efforts.
• Cover maintaining positive relationships with clients, vendors, and event planners.

Required Qualifications

• Minimum 2 years of Hotel Sales Coordinator and/or Conference Services experience required.
• Delphi/Delight Sales & Catering Certification completed within the last 12 months required.
• Strong knowledge of group sales, meetings, events, and hotel operations.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced hospitality environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Preferred Qualifications

• Opera PMS experience strongly preferred.
• InterContinental Hotels Group (IHG) experience is a plus but not required.
• Experience working in a full-service hotel environment.
• Knowledge of banquet operations, event planning, and group billing procedures.

Schedule & Availability

• Typical schedule is Monday-Friday, 8:00 AM - 5:00 PM.
• This is an hourly position.
• Must be flexible to work occasional evenings, weekends, and holidays as business demands require.
• Availability may vary based on client needs, event schedules, and operational requirements.