Conference Services Manager

Coast Hotels Limited; Canmore; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

RRSP matching program

Employee hotel discounts across Coast

Subsidized staff housing available

Opportunities for professional growth

Job summary

Coast Canmore Hotel & Conference Centre in Canmore, AB, is seeking a Conference Services Manager to lead planning for conferences, meetings, weddings, and special events. The role requires independent management of multiple groups, coordinating with Sales, Front Office, Housekeeping, Culinary, Banquets, and Operations to ensure flawless execution.

Ideal candidates have 3+ years in conference services or related field, and experience with event documentation such as BEOs and rooming lists.

Qualifications

• Experience in Conference Services, Event Management, or Group Coordination within a hotel setting.
• Proven ability to manage multiple groups and events concurrently.
• Experience with BEOs, Group Resumes, Rooming Lists and related docs.
• Strong understanding of hotel operations across departments.
• Excellent communication and client service orientation.

Responsibilities

• Act as the primary planning contact for group, meeting, conference, wedding, and event clients after contract confirmation.
• Coordinate all aspects of group and event planning including guestroom blocks, rooming lists, meeting space requirements, catering, audiovisual, transportation, VIP amenities, and special requests.
• Prepare and maintain BEOs, Group Resumes, Rooming Lists, VIP reports, and other event documentation.
• Lead weekly BEO, resume, and operational review meetings.
• Coordinate VIP arrivals, dietary requirements, and special guest requests.
• Serve as the on-site hotel contact for groups and events, resolving issues professionally.

Skills

Communication skills

Client relationship mgmt

Organization & time mgmt

Problem solving

Independent work

Education

Post-secondary ed in Hospitality/ Tourism/ Event Mgmt/ Business

Tools

Delphi

Passkey

Infor HMS

OPERA

Job description

Nestled in the heart of the Canadian Rockies, Coast Canmore Hotel & Conference Centre is a 164-room full-service hotel featuring over 10,000 square feet of flexible meeting and event space, along with our signature restaurant,Table Food + Drink. We are seeking a Conference Services Manager.

Before You Apply

Please carefully review the qualifications below before applying.

This position is intended for candidates with previous Conference Services, Event Management, Catering Sales, or Group Coordination experience within a hotel, resort, conference centre, or similar hospitality environment.

While Food & Beverage experience is valuable, successful candidates will also have direct experience managing event logistics, client communications, rooming lists, guestroom blocks, Banquet Event Orders (BEOs), and group coordination.

This is not an entry-level event role. We are seeking a professional who can independently manage multiple groups and events simultaneously while serving as the primary planning contact for clients and coordinating with all hotel departments to ensure successful execution.

Applicants whose experience is primarily limited to restaurant operations, banquet service, or Food & Beverage supervision without direct event planning and group management experience may not possess the qualifications required for this position.

As part of the Coast Hotels family, we are committed to delivering exceptional guest experiences through genuine hospitality, personalized service, and our Refreshingly Local approach.

This is a key position within the hotel, responsible for managing the planning and coordination of conferences, corporate meetings, incentive groups, weddings, sports teams, tour groups, and special events once they have been contracted by the Sales team. The successful candidate will act as the primary liaison between the client and hotel operations, ensuring every aspect of the event is planned, communicated, and executed to the highest standard.

This role offers the opportunity to work with a wide variety of groups and events while collaborating closely with Sales, Front Office, Housekeeping, Culinary, Banquets, and Operations teams to deliver exceptional guest experiences.

Key Responsibilities

• Act as the primary planning contact for group, meeting, conference, wedding, and event clients following contract confirmation.
• Build strong client relationships through exceptional communication, professionalism, responsiveness, and attention to detail.
• Coordinate all aspects of group and event planning including guestroom blocks, rooming lists, meeting space requirements, catering functions, audiovisual needs, transportation, VIP amenities, and special requests.
• Conduct planning calls, site inspections, pre-conference meetings, and client consultations to ensure all requirements are accurately documented and communicated.
• Prepare and maintain detailed Banquet Event Orders (BEOs), Group Resumes, Rooming Lists, VIP reports, and other event documentation required for successful execution.
• Manage guestroom block commitments and coordinate closely with Revenue Management, Front Office, and Sales teams regarding inventory and rooming requirements.
• Collaborate with Sales, Front Office, Housekeeping, Maintenance, Culinary, Banquets, and other operational departments to ensure seamless event delivery.
• Communicate event changes and updates promptly, ensuring all stakeholders remain informed throughout the planning process.
• Lead and participate in weekly BEO, resume, and operational review meetings.
• Coordinate VIP arrivals, welcome amenities, dietary requirements, and special guest requests.
• Serve as the on-site hotel contact for groups and events, assisting clients and resolving issues in a professional and timely manner.
• Review billing instructions, event charges, and final invoices for accuracy.
• Conduct post-event follow-up with clients to gather feedback and strengthen long-term relationships.
• Maintain accurate records and ensure all contractual commitments and service standards are delivered as agreed.

Qualifications & Experience

• Ideally 3+ years of experience in Conference Services, Event Management, Catering Sales, or Group Coordination within a hotel, resort, conference center, or convention environment.
• Demonstrated experience managing conferences, meetings, group accommodations, weddings, or large-scale events.
• Experience preparing and managing Banquet Event Orders (BEOs), Group Resumes, Rooming Lists, and event-related documentation.
• Strong understanding of hotel operations, including Front Office, Housekeeping, Banquets, Catering, and guestroom management.
• Exceptional organizational and time-management skills with the ability to manage multiple groups and events simultaneously.
• Outstanding written and verbal communication skills.
• Strong client relationship management skills with a commitment to exceptional service.
• Ability to work independently, prioritize competing deadlines, and remain calm under pressure.
• Highly detail-oriented with strong problem-solving abilities and a proactive approach to event management.

Preferred

• Experience working within a full-service hotel, resort, conference centre, or convention facility.
• Experience with Delphi, Passkey, Infor HMS, OPERA, or other hotel and event management systems.
• Post-secondary education in Hospitality, Tourism, Event Management, Business, or a related field is considered an asset.

Who Will Be Successful in This Role

The ideal candidate is a polished hospitality professional who enjoys managing complex events, building strong client relationships, and working collaboratively across multiple departments.

You are proactive, highly organized, solutions-focused, and comfortable managing the details of multiple events simultaneously. You understand both the guestroom and catering sides of hotel operations and take pride in creating seamless experiences for clients and guests.

Success in this role requires excellent communication, strong operational knowledge, and the ability to anticipate challenges before they arise.

Why Join Coast Canmore Hotel & Conference Centre?

• Work in one of Canada's most spectacular mountain destinations.
• Join a collaborative and supportive team passionate about hospitality and guest service.
• Competitive salary and benefits package.
• RRSP matching program.
• Employee hotel discounts across Coast Hotels properties.
• Subsidized staff housing available.
• Opportunities for professional growth and career advancement within Coast Hotels.
• Be part of a growing hotel that hosts a diverse mix of conferences, meetings, weddings, sports teams, and special events throughout the year.

Eligibility

Please note that we do not currently have an approved LMIA for this position. Applicants must already possess valid authorization to work in Canada.

We are able to support eligible candidates through the Francophone Mobility Program.

If you are an experienced conference services professional looking to advance your career in a dynamic hotel environment while enjoying the lifestyle and beauty of the Canadian Rockies, we would love to hear from you.