Conference Services Coordinator - Full Time

Job Summary

The Conference Services Coordinator provides operational, administrative, and event planning support (internal & external functions) for the Conference Services department. This position serves as a key resource for the department by coordinating administrative processes, managing group room logistics, and independently planning and servicing assigned meetings and events. The Coordinator partners closely with Conference Services Managers, Reservations, Sales, and operational departments to ensure exceptional guest experiences through accurate communication, seamless event execution, and efficient departmental operations. Responsibilities include, but are not limited to: planning and servicing smaller meetings and events, supporting group room management, preparing event documentation, coordinating logistics, maintaining departmental reporting, and serving as a client contact throughout the planning process as assigned. The Conference Services Coordinator also provides administrative leadership, assists with departmental initiatives, and supports continuous process improvement while maintaining Biltmore's standards of hospitality and service excellence.

Schedule is Monday - Friday 8:30am- 5pm

Essential Duties

1. Exceed customer service expectations by the client, group & Biltmore.
2. Exceed established departmental budget and revenue goals.
3. Independently plan and service assigned meetings and events from initial planning through final execution as needed.
4. Serve as the primary client contact for assigned groups, providing timely communication and exceptional customer service throughout the planning process.
5. Prepare and maintain Banquet Event Orders (BEOs), Group Resumes, diagrams, and all supporting event documentation.
6. Conduct planning meetings, site visits, pre-conference meetings, and on-site event support as assigned.
7. Coordinate event logistics with operational departments to ensure accurate communication and flawless execution.
8. Meet and greet clients during programs and respond promptly to requests or operational changes.
9. Effectively managing a large number of clients and details.
10. Effectively explain the features, benefits, capabilities, and limitations of Biltmore Estate activities, tours, food and beverage outlets, meeting facilities, hospitality, and services so as to maximize actualized revenue for each booking.
11. Work effectively with all departments across the estate to ensure smooth execution of all events, including the timeliness of information to our internal departments.
12. Attend group resume and banquet event order meetings and communicate all important details, changes, and guarantees for each event to all affected departments.
13. Coordinate group room blocks in partnership with Reservations and Conference Services Managers.
14. Manage rooming lists, reservation changes, and contracted room block updates.
15. Serve as the primary liaison between Conference Services, Reservations, Sales, and clients regarding group room logistics.
16. Assist clients with rooming list requirements, reservation questions, VIP accommodations, and special room requests.
17. Meet and greet clients on site.

Additional Responsibilities

1. Provide advanced administrative support to the Director of Conference Services and Conference Services Managers.
2. Review contracts, banquet event orders, and supporting documents for accuracy prior to distribution.
3. Coordinate distribution of event documentation /reports to clients and internal departments.
4. Manage office operations including department supplies, forms, reference materials, and shared resources.
5. Other project and tasks as assigned

Qualifications

1. High school diploma. Additional education, training, and/or certification(s) preferred.
2. At least two (2) years of experience in hospitality. Equivalent combination of education/experience considered. Ideal candidate will have related food/beverage, sales, or other experience in an attraction or upscale hotels/resort.
3. Working knowledge in Excel, Word, and PowerPoint; ability to quickly learn Biltmore's systems and procedures, as well as products and services.
4. Outstanding interpersonal and communication skills; ability to convey information clearly, concisely, and effectively to various audiences; public speaking skills a plus.
5. Excellent planning, organizational, time and project management skills; keen attention to details with focus on quality, accuracy, and service; prioritizes work, adapts.
6. Proactive, exercises good judgment; can anticipate and troubleshoot; maintains confidentiality.
7. Energetic and quick to learn
8. Can successfully perform tasks with minimal supervision
9. Shows incentive and works as a team player
10. Maintain positive attitude while working under pressure
11. Represents company professionally at all levels, internally and externally.
12. Previous use of Delphi FDC is preferred but not required

Physical Requirements

1. Strong verbal and written skills required for effective communication.
2. Some travel across the estate to event locations, etc. required; incumbent must have a valid driver's license and be at least 19.
3. Required to lift up to 50 pounds on occasion.
4. Must be able to remain sitting for 60% of the shift and work under variable temperature conditions (extreme heat or cold) and noise levels.
5. Accesses historic building/locations that may require climbing stairs.