Conference Coordinator

Silver Bay; New York (NY); Hybrid; USD 42.000 - 64.000; Vollzeit

Zusammenfassung

Silver Bay is seeking a Conference Coordinator to support the Conference Services Department by collecting conference needs, scheduling venues, coordinating setups, and food requirements, ensuring departments have accurate information to provide top service.

You will input information into Maestro and other systems, maintain calendars, assist pre-event planning, liaise with Program, Food Service, Housekeeping, and other teams, and support weekend/evening duties as part of a 24-hour operation.

Qualifikationen

• Customer service experience in fast-paced environments.
• Ability to read and interpret oral and written information.
• Strong interpersonal and relationship-building skills.
• Proficient with basic computer systems and office software.
• Willingness to work weekends, evenings, or nights as needed.

Aufgaben

• Reserve meeting spaces and input conference details into Maestro.
• Create and maintain conference folders and records.
• Maintain conference calendars across department systems.
• Coordinate pre-event communications with multiple departments.
• Support sales/contracts by handling addendums and forms.
• Serve as primary Silver Bay contact for assigned groups.
• Address post-event payments and issues after departure.
• Prepare reports for weekly operations meetings.
• Support events on-site.
• May assist other departments to meet business needs.
• Be available to work weekends/evenings/nights.

Kenntnisse

Customer service

Communication

Interpersonal skills

Reading & data interpretation

Team collaboration

Ausbildung

High school diploma or equivalent

Tools

Maestro

Word

Excel

Facility Dude

Jobbeschreibung

Description

POSITION SUMMARY

Under the direction of the Conference Services Director, the Conference Coordinator supports the function of the Department by collecting all conference needs, such as venue schedules, conference set‑ups, and food requirements. The Coordinator ensures that all departments have accurate information to be able to provide the highest level of service for the event.

SUPERVISORY RESPONSIBILITIES

N/A

ESSENTIAL FUNCTIONS

1. Works as part of a team that reserves meeting spaces and inputs conference information/requirements into systems, including Maestro.
2. Creates conference folders and maintains file information.
3. Maintains conference calendars on all department systems.
4. Assists in pre-event communication and planning for all assigned groups, including communicating information with Program, Food Service, Housekeeping and any other applicable departments.
5. Assists the Conference Team with the sales process by completing contracting and follow-up information needed through addendums, and other forms in order to adjust contracting information.
6. Acts as the primary Silver Bay contact for assigned groups, coordinating and ensuring their needs and expectations are met, and helping to create memorable experiences.
7. Coordinate with groups after departure to ensure any remaining payments are addressed and all concerns and comments are communicated.
8. Assists in report preparation for weekly operations meeting.
9. Provides support at functions and events.
10. Completes other duties, as requested. This may include periodically working in other departments to support the overall needs of the business.
11. As a 24-hour operation, all staff may be asked to work weekends, evenings, or night shifts in order to serve our members and guests.

Requirements

• High school diploma or equivalent is desired, but not required.
• Must demonstrate courteous, friendly and professional behavior while working in a fast-paced environment.
• Ability to read and interpret oral and written informational data is required.
• Must be able to establish and maintain effective working relationships with diverse groups of people, including guests, staff, peers, and volunteers.
• Must have the ability to use basic computer systems and applications such as Maestro, Word, Excel, and Facility Dude.

PHYSICAL REQUIREMENTS

This position requires the ability to stand or walk for long periods of time during events. Must be able to crawl and work in cramped spaces, climb, bend, stretch, stand, traverse all areas of the buildings and lift up to 50 pounds.