Conference Coordinator

Silver Bay YMCA Conference and Family Retreat Center; Silver Bay (NY); On-site; USD 40,000 - 50,000; Full time

Job summary

Silver Bay YMCA Conference and Family Retreat Center is seeking a Conference Coordinator to support the Conference Services Director by managing venue schedules, run-of-show details, and food requirements. The coordinator ensures all departments have accurate information to deliver the highest level of service for each event.

You will reserve spaces, input data into Maestro, coordinate pre-event communication, assist with contracting, and serve as the primary contact for groups to help create

Qualifications

• A high school diploma or equivalent is preferred but not required.
• Courteous, friendly and professional behavior in a fast-paced environment.
• Ability to read and interpret oral and written information.
• Ability to establish and maintain effective working relationships with diverse groups of people.
• Ability to use basic computer systems such as Maestro, Word, Excel, and Facility Dude.

Responsibilities

• Reserve meeting spaces and input conference requirements into Maestro and other systems.
• Create conference folders and maintain file information.
• Maintain conference calendars across departmental systems.
• Coordinate pre-event communication with Program, Food Service, Housekeeping and other departments.
• Assist in contracting/addendums and follow-up information to adjust contracting details.
• Act as primary contact for assigned groups and ensure needs are met for memorable experiences.
• Coordinate post-departure payments and address concerns and comments from groups.
• Assist in weekly operations reporting and provide event support.
• Perform other duties and support other departments as needed.
• Occasionally work weekends, evenings or night shifts as part of a 24-hour operation.

Skills

Teamwork

Customer service

Communication

Computer skills

Education

High school diploma or equivalent

Tools

Maestro

Word

Excel

Facility Dude

Job description

Description

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

• Works as part of a team that reserves meeting spaces and inputs conference information/requirements into systems, including Maestro.
• Creates conference folders and maintains file information.
• Maintains conference calendars on all department systems.
• Assists in pre‑event communication and planning for all assigned groups, including communicating information with Program, Food Service, Housekeeping and any other applicable departments.
• 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.
• 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.
• Coordinate with groups after departure to ensure any remaining payments are addressed and all concerns and comments are communicated.
• Assists in report preparation for weekly operations meeting.
• Provides support at functions and events.
• Completes other duties, as requested. This may include periodically working in other departments to support the overall needs of the business.
• 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.