Convention Services Coordinator (Grouse Mountain Lodge)

About the role

The Convention Services Manager supports group, meeting, and convention clients from pre-arrival through post-event. They are responsible for maintaining accurate group details, coordinating with various departments, and supporting billing processes.

Responsibilities

• Enter, update, and maintain accurate group details, rooming lists, function space, and event orders within Delphi
• Prepare, proofread, and distribute Banquet Event Orders (BEOs), group resumes, and other event documentation to all relevant departments
• Track due dates for deposits, guarantees, rooming lists, and other client deliverables, and follow up proactively with clients and internal partners
• Coordinate with Banquets, Culinary, Front Desk, Housekeeping, Maintenance, AV, and other departments or vendors to ensure operational readiness for group arrivals and events
• Maintain organized electronic and/or physical files for all assigned groups and events, ensuring documentation is complete and accessible
• Support site visits, preconvention meetings, and planner walk-throughs by preparing materials, attending as needed, and capturing action items
• Respond to routine client inquiries via phone and email regarding event details, timelines, menus, and hotel services, escalating issues as needed
• Aid in the creation and maintenance of event diagrams, floor plans, and function space setups in collaboration with Convention Services and Banquet teams
• Assist with preparation of group and event proposals, contracts, and addendums in coordination with Sales and Convention Services Manager
• Generate and distribute internal communication tools such as weekly group pace, BEO packets, and function calendars
• Monitor group pickup, cut-off dates, and block management, and communicate updates to Revenue Management and Front Desk as directed
• Help collect and track post-event feedback, survey results, and planner comments to support continuous improvement and future business
• Support billing processes by ensuring billing instructions are accurate, charges are properly coded, and back-up documentation is organized for review
• Perform other job-related duties as assigned by the Convention Services Manager

Requirements

Must have a strong understanding of hotel operations and conventions, excellent organizational skills, and the ability to manage multiple tasks simultaneously. Proficiency in Microsoft Office and familiarity with Delphi software are required. A background in hospitality or related field is preferred.

Qualifications

High school diploma or equivalent, plus 1-2 years of experience in a similar position, or an equivalent combination of education and experience.

Skills

• Excellent communication and interpersonal skills
• Strong organizational and time management skills
• Proficient in Microsoft Office and Delphi software
• Ability to work independently and as part of a team
• Attention to detail and accuracy in data entry

Benefits

Pursuit offers a comprehensive benefits package including health insurance, retirement savings options, paid time off, and more. The company also provides access to Pursuit attractions and discounts on hotel stays, dining, and retail.

Pay

$22.00/hour

Schedule

Full-time position