Coordinator, Conference Services

6 months ago

Whistler, Canada Tourism Whistler Full time

**Job Title**: Coordinator, Conference Services

**Department**: Conference Services

**Position Status**: Full Time, Year Round

About Tourism Whistler

We love where we live and we bring that energy and passion to everything we do. We're a team of collaborative, mountain-loving individuals and we show up and achieve great things professionally and personally. Creating a positive and fulfilling experience for our team is high on our list of priorities. And we're proud to be a workplace that requires respect for our people, our partners, and our environment. Because the people make the place, and this place is pretty special.

What We Offer
We like to make work meaningful and to live life fully. Join the team at Tourism Whistler and be part of a fun, supportive organization that truly values work-life balance. We're looking for people who want to make the most of the unique Whistler lifestyle and share our values of passion, energy, achievement, and respect.

**A few ways that we walk the talk**:
Culture & Connection
- Bi-monthly all staff events and departmental team building (the fun kind, we swear)
- Down dogs in the office (that's actual dogs and the occasional lunchtime yoga session)
- Fun, supportive, and collaborative team environment

Health & Wellness
- Meaningful health benefits for employees and their dependents, including an Employee Assistance Program and a wellness app (hello, Headspace)
- A wellness fund to support your health and recreation in Whistler. Think ski/snowboard or bike park pass, yoga or gym memberships, golf lessons, or other wellness offerings that support your well-being
- An annual Health & Wellness calendar with wellness offerings to prioritize mental health and well-being

Flexibility
- Nine-day fortnight schedule offering work-life balance and time to enjoy the beauty of Whistler
- 3 weeks' paid vacation as a starting point

Position Summary

The Coordinator, Conference Services supports the Senior Manager, Conference Services and the Manager, Conference Services with the smooth transition of a client’s experience from Sales to Operations; assisting in the delivery of exceptional customer service for all clients at the Whistler Conference Centre.
Key Responsibilities
- Act as a Tourism Whistler ambassador, living our purpose and vision with passion & energy, achievement and respect.
- Ensure exceptional client relations from the sales to operations phases with superior customer service from point of contact to departure for all clients.
- Responsible for meeting room bookings from Tourism Whistler internal sources including AV requirements and Food & Beverage.
- Ensure the daily reader board and room signage is correct.
- Answer incoming Conference Services calls and redirect as necessary.
- Prepare proposals and contracts for local groups; manage the program while group is on-site.
- Distribute BEOs, Change Logs, and floor plans to the respective departments.
- Assist in keeping Conference Services website / online menu up to date, including Amadeus when menu changes occur.
- Collect and distribute client surveys.
- Assist Conference Services Managers with administrative responsibilities as required.
- Assist the Director, Conference Sales & Services with various projects as it pertains to Conference Services initiatives.
- Provide on the floor Conference Services coverage during events, festivals and group bookings to ensure Whistler Conference Centre presence at all major events.
- Prepare and distribute monthly reports to various departments & partners.
- Prepare Facility Operations meeting minutes, and distribute to the Operations team.

Knowledge, Skills & Abilities
- Two years progressive hospitality experience in a 3 or 4 star hotel/resort environment in a direct contact service related position (food & beverage, rooms, sales, reservations or other related position).
- Team player with excellent problem-solving and decision-making abilities.
- Highly service oriented with exceptional attention to detail, time management skills, and the ability to multi-task.
- Completion of a post-secondary event planning program.
- Strong computer skills: MS Word, Excel, PowerPoint, Amadeus, Social Tables.
- Conference Services experience an asset.
- Food and Beverage knowledge an asset.
- Understanding of basic accounting principles an asset.
- CMP designation or related certificate an asset.
- Flexible with hours of work to ensure adequate Whistler Conference Centre support at major events / groups.

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