Special Events Venue Coordinator

YMCA of the Rockies; Granby; On-site; CAD 40,000 - 60,000; Full time

Job summary

Join a mission-driven organization dedicated to fostering healthy living and community impact as a Special Events Venue Coordinator. You will play a vital role in coordinating memorable events, from weddings to conferences, ensuring each guest receives exceptional service. This dynamic position offers the chance to work in a vibrant environment, collaborating with diverse teams and making a positive difference in the lives of guests. With a commitment to inclusivity and community, you will help create extraordinary experiences while enjoying a comprehensive benefits package including health insurance, generous PTO, and access to YMCA facilities and programs.

Benefits

Health, dental, and life insurance

Generous PTO/vacation time

YMCA Retirement Fund participation

Potential access to rental housing

YMCA membership

Discounts on childcare, camps, and lodging

Ski and golf passes

Outdoor gear rentals

Qualifications

• Experience in event coordination and customer service.
• Strong communication skills and ability to manage teams.

Responsibilities

• Coordinate all aspects of special events from planning to execution.
• Manage inquiries, catering, and assist with guest check-ins.

Skills

Event Coordination

Customer Service

Communication Skills

Team Management

Education

Associate or Bachelor's Degree in Business or Hotel Management

Tools

Property Management Systems

Job description

POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, Snow Mountain Ranch, a mission-based family and group conference and retreat center, along with a residential camp serving over 50,000 guests annually. The Special Events Venue Coordinator is responsible for coordinating services to meet customer needs for conferences, family reunions, weddings, or special events at Snow Mountain Ranch.

OUR MISSION AND CULTURE:

We believe in our mission of putting Christian principles into practice through programs, staff, and facilities that promote healthy spirit, mind, and body for all. Our staff play a key role in fostering an environment of healthy living, youth development, and community impact on our scenic properties outside Rocky Mountain National Park. We are committed to welcoming all people and making a positive difference in the lives of our guests, members, and each other. Our staff are expected to provide extraordinary mission-based experiences.

ESSENTIAL FUNCTIONS:

1. Assist couples with pre-wedding planning, billing, catering arrangements, processing banquet event orders, managing weddings per contracts, and post-wedding evaluations.
2. Manage all special event inquiries, catering, and coordinate the entire event lifecycle from inquiry to billing and post-event review.
3. Coordinate with the Group Sales Representative to ensure sales align with available services.
4. Hire, train, schedule, and evaluate the Special Event Venue Assistant Coordinator and volunteers assisting with events.
5. Support group leaders with pre-conference planning, contract management, and post-conference evaluation.
6. Arrange for day groups, process internal event requests, and serve as Conference Coordinator for YMCA events.
7. Lead guest tours as needed.
8. Assist with guest check-ins and checkouts at the registration desk.
9. Coordinate catering and Food Service requests, create BEOs, and communicate with other Conference Coordinators.
10. Become proficient in property management systems and office equipment.
11. Update and develop staff training materials.
12. Assist with daily checklist tasks and attend scheduled meetings.

REQUIREMENTS/QUALIFICATIONS:

• Associate or bachelor’s degree in business, hotel management, or related field, or at least one year of relevant experience.
• Valid driver’s license and acceptable driving record.
• Ability to work flexible hours, including weekends, holidays, and evenings.
• Ability to lift up to 30 pounds.
• Fluent in English, both spoken and written.

GENERAL YMCA OF THE ROCKIES REQUIREMENTS:

• Uphold YMCA core values: Caring, Honesty, Respect, Responsibility, and Faith.
• Support the YMCA of the Rockies mission, policies, and programs.
• Provide excellent customer service.
• Support safety protocols and promote a safe environment.
• Work cooperatively in a diverse community.
• Attend abuse risk management training and report concerns.
• Commit to diversity, equity, inclusion, and anti-racism initiatives.
• Pass criminal background checks.
• Perform other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

Work primarily in a busy office environment, with responsibilities including moving and setting up tables, chairs, A/V equipment, and wedding decor. Ability to stand for long periods and move in and out of vehicles during events is required.

COMPENSATION PACKAGE & EMPLOYEE PERKS:

• Health, dental, and life insurance
• Generous PTO/vacation time
• Participation in YMCA Retirement Fund (additional 12% contribution after 2 years)
• Potential access to YMCA-owned rental housing
• YMCA membership
• Discounts on childcare, camps, and lodging
• Ski and golf passes, outdoor gear rentals