Conference Services Coordinator

Fairmont Hotels & Resorts; Whistler; On-site; CAD 56,000 - 58,200; Full time

Benefits offered by this job

Subsidized staff accommodation

Complimentary staff meals

Employee Travel Program discounts

Golf/Ski passes

Job summary

Fairmont Chateau Whistler is seeking a Conference Services Coordinator to play an integral role in all group functions at Whistler’s largest event space. You will work closely with clients and hotel departments to ensure events exceed guest expectations.

Based at the Whistler property, you will coordinate with Front Office, Reservations and F&B, conduct site inspections, and manage daily function sheets and communications.

Qualifications

• Proven ability to plan and organize events with attention to detail.
• Hospitality diploma or degree preferred.
• Experience with Opera Cloud, MS Office, and Social Tables.

Responsibilities

• Collaborate with Conference Services Managers to maintain comprehensive knowledge of client files to respond to client needs in the manager's absence.
• Provide key departments with information on upcoming events daily.
• Conduct site inspections of rooms, conference space and F&B outlets.
• Coordinate with Front Office, Reservations, and Housekeeping to communicate guest arrival details.
• Oversee clients during their events to ensure they go as expected.
• Organize all in-house hotel functions and prepare Function Sheets daily.
• Prepare vouchers for F&B outlets, signage, minutes, VIP amenities, and billing letters.

Skills

Event planning

Opera Cloud

MS Office

Social Tables

Education

Hospitality diploma or degree

Tools

Opera Cloud

MS Office

Social Tables

Job description

Company Description

Nestled at the base of Blackcomb Mountain, just two hours north of Downtown Vancouver, Fairmont Chateau Whistler defines mountain luxury. Offering ski-in, ski-out convenience in the winter, and an on-site championship golf course in the summer, we are Canada’s year-round outdoor adventure destination. Additionally, we are Whistler's largest conference resort hotel, offering 5 unique dining outlets, a slope-side Health Club, and 519 guestrooms and suites.

Conference Services Coordinator

Play an integral part in all group functions at the largest events space in Whistler! Our Conference Services Coordinator works closely with clients and hotel departments to make sure all events go above and beyond our guest's expectations.

Salary Range: $56,000 - $58,200 per annum, dependent on experience and education

Job Duties Include

• Work closely with Conference Services Managers to ensure that a comprehensive knowledge of client files exists in order to respond to client needs in the absence of the manager.
• Provide key departments with information on upcoming events on a daily basis.
• Conduct site inspections: rooms, conference space and F&B outlets as requested.
• Liase closely with Front Office, Reservations, and Housekeeping in order to ensure that pertinent guest’ arrival details are communicated.
• Overseeing clients while in-house, ensuring their events go as they expect and anticipating their needs.
• Organize all in-house hotel functions.
• Responsible for preparing and distributing the Function Sheets on a daily basis. This includes the prompt distribution of last minute changes to affected departments.
• Administrative duties such as prepare vouchers for F&B outlets, printing daily signage, prepare weekly minutes, prepare VIP Amenity Forms and cards
• Timely execution of correspondence: confirmation letters, intro letters, resumes, thank you letters, proposals, catering contracts, event orders and billing

Qualifications

• Proven ability to plan and organize events effectively, with an acute sense on detail.
• Hospitality diploma or degree an asset.
• Working knowledge of Opera Cloud, MS Office, Social Tables
• Previous Conference Service Coordinator or Food & Beverage experience is an asset

Job Perks & Benefits

• Subsidized staff accommodation provided
• Complimentary meal in our staff cafeteria per shift
• Access to our Employee Travel Program, with discounts on room rates and food & beverage at Fairmont & Accor properties worldwide
• Hotel leisure benefits including Golf/Ski passes

Additional Information

Visa Requirements: To progress with your application, you must be legally eligible to work in Canada. The hotel is unable to assist candidates in obtaining Canadian work authorization.