Conference Coordinator
1 week ago
The Conference Coordinator provides administrative support to the Conferences department. The position is accountable for a high level of client service, coordination of department activities, daily reception to the conference office and a variety of other tasks pertaining to the day to day operations of the conferences department.
This position must maintain an in-depth working knowledge of all core areas of Conference operations and services, in addition a sound working knowledge of all other areas of Banff Centre.
Roles and Responsibilities
The Conference Coordinator, if assigned to a portfolio working with the Sales Managers, will report directly to the Senior Sales Manager. If assigned to a portfolio to work with the Conference Services Managers, the Conferences Coordinator reports directly to the Director, Conferences.
Below are some key accountabilities:
First point of contact for all incoming telephone inquiries and general conference emails, with a moderate level of decision making and problem solving required in relation to these inquiries Creates and maintains department filing systems Weekly, monthly and annual reporting as required Extend positive, resourceful, and thoughtful service to both internal and external customers, including communication and follow up as requiredSales Coordination
Administrative duties for the sales team including generating and distributing correspondence, contracts, proposals and bid documents Generating cost analysis and budget estimates for group bookings Creating and maintaining bookings, including processing deposits, facilitating information flow and administration of space requests Coordination of sales trips such as travel arrangements, trade show registration and sales call researchConference Services Coordination
Preparation and distribution of correspondence, proposals, and contracts for all facets of conferences programming and meeting architecture products Assist with the coordination and set up of any conference programming requirements, including maintaining strong communications with facilitators to ensure that all program requirements are in place Assist Conference Services Managers with Conference Management Packages, including assistance with organizing name tags, conference kits, registrant lists and registration desk support Review Group Resume Forms for accuracy and formatting Administration of welcome packages, meal tickets amongst other conference services administrative requirements Facilitation of internal meeting requests including answering inquiries, completing booking and liaising with required departmentsMarketing Coordination
Ordering and maintaining marketing inventory including sales collateral, brochures, guides and promotional items Liaison with marketing lead on all conference marketing material, sales tools and content Assist in developing and implementing sales and marketing tools such as flat sheets, presentations, documents and promotions with input from the marketing lead and Managing Director, Sales
Qualifications and Educational Requirements
At least one year of experience working in hospitality, preferably hotel front office, sales, or conferences. Advanced knowledge of Microsoft office including Excel, Outlook, Word and PowerPoint is required. Experience working with Adobe Creative Suite is an asset. Experience working with Visual One property management software is an asset. Excellent verbal and written communication skills The ability to deal with multiple and often conflicting priorities in a fast-paced and ever changing environment. Highly-developed organizational and time-management skills High standards of accuracy and attention to detail
Employment Terms and Benefits
In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500-hour probationary period. This position pays $20.40 per hour working up to 35 hours per week on a regular schedule. Benefits of working at Banff Centre are: Transitional staff housing options (based on availability)Employee Assistance ProgramProfessional developmentStaff cafeteria and restaurant discountsOnsite fitness facility at a discounted rate - first month free for new staff
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