Conferences and Events Coordinator

Responsibilities:

• Responsible for all administrative duties applicable to the conference services department
• Preparing and sending welcome and thank you letters to groups
• Printing and copying group resume for weekly ten-day meetings
• Manages in-house meetings by assigning and blocking space, preparing and distributing banquet event orders (BEOs)
• Follows thru with all guests needs, emailing menus, diagrams, audiovisual pricing, etc. 
• Answer phone and assist guests or staff with needs and communicates messages to managers
• Block meeting space, events and update information in Delphi
• Complete Sales Contracts
• Maintains supplies
• Updates and corrects Group Postings
• Prepares group signs, printed menus, parking passes, food labels, etc.
• Attends meetings and hotel training sessions as required
• Notifies appropriate individual promptly and fully of problems and/or unusual matters of significance
• At IHG we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures.
• Perform other duties, tasks and special projects as assigned.

Qualifications: 

• 4-year degree in Business, Hospitality Management, or another related field
• 1-2 years’ experience within a similar size, luxury brand hotel, preferred
• Strong oral and written communication skills
• Results Oriented and self-directed
• Organizational and planning skills
• Strong interpersonal skills
• Strong problem-solving skills
• Follow verbal and written instructions, ability to communicate with guests and co-workers
• Delphi FDC and Opera experience a plus

Skills & Abilities:

• Proficient use of Microsoft Office (Word, Excel PowerPoint) and other computer programs.
• Ability to perform job functions with attention to detail, speed and accuracy
• Ability to handle multiple responsibilities simultaneously
• Ability to prioritize, organize delegated work and follow ensure follow through
• Ability to be a clear thinker, remain calm and resolve problems using sound judgment.
• Ability to work under pressure, meet guest / co-workers needs and be courteous
• Ability to comprehend instructions
• Ability to work cohesively with co-workers as part of a team

Physical Abilities                                                     Lift/Carry

Stand                        O (Occasionally)            10 lbs. or less O (Occasionally)

Walk                         O (Occasionally)              11-20 lbs.       O (Occasionally)

Sit                            F (Frequently)                21-50 lbs.       N (Not Applicable)

Handling / Fingering    F (Frequently)                51-100 lbs.     N (Not Applicable)

Reach Outward           O (Occasionally)               Over 100 lbs.  N (Not Applicable)

Reach Above Shoulder O (Occasionally)              Push/Pull

Climb                        N (Not Applicable)           12 lbs. or less O (Occasionally)

Crawl                        N (Not Applicable)           13-25 lbs.       N (Not Applicable)

Squat or Kneel            N (Not Applicable)            26-40 lbs.       N (Not Applicable)

Bend                         N (Not Applicable)           41-100 lbs.     N (Not Applicable)

N (Not Applicable): Activity is not applicable to this occupation.

O (Occasionally): Occupation requires this activity up to 33% of the time (0-2.5+hrs/day)

F (Frequently): Occupation requires this activity from 33%-66% of the time (2.5-5.5+hrs/day)

C (Constantly): Occupation requires this activity more than 66% of the time (5.5+hrs/day)                                  

OTHER PHYSICAL REQUIREMENTS

Vision (Near, Distance)

Sense of Sound (Communication with guests & co-workers)

The statements in this job description are intended to describe the essential nature and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job.