Conference Services Coordinator

Chetola Resort & Conference Center; Blowing Rock (NC); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Comprehensive benefits including health, dental, and vision

On-property perks

Paid time off

Job summary

Chetola Resort & Conference Center in Blowing Rock, North Carolina, is seeking a detail-oriented Conference Services Coordinator. This role is essential in ensuring successful meetings, conferences, and events through precise planning and execution. Candidates will need a strong background in hospitality services and excellent communication skills.

Join a dedicated team committed to delivering unforgettable experiences in a breathtaking mountain setting, with competitive pay and comprehensive benefits.

Qualifications

• Prior experience in event coordination, catering, or hospitality services required.
• Strong written and verbal communication skills.
• Availability to work evenings, weekends, and holidays as required.

Responsibilities

• Serve as the primary liaison between clients and the resort once events are booked.
• Coordinate event setup details with various teams.
• Maintain detailed records of all communications and specifications.

Skills

Event coordination

Communication skills

Problem-solving

Team collaboration

Tools

Event management systems

Microsoft Office

POS systems

Job description

For over 180 years, Chetola Resort has offered guests a timeless mountain escape in the heart of the Blue Ridge Mountains, serving as a gateway to the beautiful Blowing Rock, North Carolina.

About the Role

Chetola Resort is seeking a detail-oriented and guest-focused Conference Services Coordinator to support the planning and execution of meetings, conferences, and social events. This role is vital in ensuring seamless communication between clients, departments, and vendors—bringing events to life with precision, creativity, and the warm hospitality that defines Chetola.

What You’ll Do

Client & Guest Experience

• Serve as the primary liaison between clients and the resort once events are booked.
• Conduct pre‑event planning meetings to review timelines, menus, and logistics.
• Ensure all event details are executed flawlessly, delivering a memorable guest experience.
• Partner with the Sales Manager to send post‑event follow‑up and thank‑you emails, reinforcing strong client relationships and encouraging repeat business.

Event Planning & Execution

• Coordinate event setup details with Banquets, Culinary, AV, and Facilities teams.
• Prepare Banquet Event Orders (BEOs) and ensure accuracy and distribution to all departments.
• Troubleshoot issues during events with professionalism and quick problem‑solving.
• Act as the primary coordinator for all internal meetings, including staff meetings and leadership gatherings, ensuring smooth setup, communication, and service delivery.

Team Collaboration & Administration

• Maintain detailed records of all client communications and event specifications.
• Support departmental scheduling, floor plans, and resource allocation.
• Participate in team meetings to review upcoming events and feedback from prior ones.
• Track and monitor billing, deposits, and final payments in collaboration with the Sales Manager and Accounting.

Attention to Detail in Action

• Catching a discrepancy between a client’s contracted guest count and the final Banquet Event Order before it impacts staffing, food production, or billing.
• Ensuring dietary restrictions, allergies, VIP requests, and special accommodations are clearly communicated to all departments involved in an event.
• Verifying room setups, audiovisual requirements, signage, and event materials are exactly as promised to the client before guests arrive.
• Reviewing Banquet Event Orders for accuracy and confirming that timing, menus, room locations, and service details align across all departments.
• Anticipating potential challenges, such as weather impacts, schedule changes, or last‑minute guest requests, and coordinating solutions before they affect the guest experience.
• Following up on outstanding deposits, contracts, and event details to ensure nothing falls through the cracks.
• Noticing when a meeting room setup, table arrangement, or guest‑facing detail is not aligned with Chetola’s standards and taking immediate action to correct it.
• Maintaining organized records and documentation so that every event can be executed seamlessly, even when multiple departments are involved.

Requirements

• Prior experience in event coordination, catering, or hospitality services required.
• Proficiency with event management systems, Microsoft Office, and/or POS systems preferred.
• Strong written and verbal communication skills.
• Availability to work evenings, weekends, and holidays as required by event schedule.

About You

• A service‑minded professional with a passion for hospitality and event planning.
• Organized, proactive, and skilled at managing multiple priorities at once.
• Excellent communicator who thrives in team environments and builds strong client relationships.
• Calm under pressure and solutions‑oriented when challenges arise.

Why Chetola

• Be part of a dynamic, growing team shaping the next era of a beloved mountain resort.
• Contribute meaningfully to weddings, retreats, and milestone events that guests cherish for a lifetime.
• Competitive hourly pay.
• Comprehensive benefits offered to full‑time eligible employees, including health, dental, vision, supplemental coverage, PTO, and on‑property perks.
• Work in an inspiring setting where connection, craftsmanship, and care are at the heart of everything we do.

Chetola Resort is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.