Under the guidance and supervision of the Director of Sales & Conference, the Conference Director will implement and deliver quality conference services for Trout Lodge group reservations and assist with sets and AV needs for specialized programs and events such as Road Scholar, Women’s Wellness, themed programs, etc. As the primary point of contact during each group’s stay, the most important role of the Conference Services Director is to assure all group needs are met during their stay and to exceed guests expectations relating to quality and service. This will be done by anticipating the needs of the groups, addressing those needs as quickly and efficiently as possible, frequently checking in with groups during their stay, providing exceptional customer service, and meeting with the group leaders to review their experience prior to departure.
Areas of Responsibility:
- Ability to write and speak clearly to effectively communicate with all levels of staff and guests of various religious, cultural, and professional backgrounds.
- Ability to work independently as well as part of a team.
- Ability to work efficiently and accurately using computer software including Microsoft office, Megasys, and email.
- Ability to support management and philosophies of the Gateway Region YMCA.
- Must be extremely organized, accurate, reliable, and diligent in meeting deadlines.
- Must be able to handle multiple tasks simultaneously.
- Serve as emergency back up and off-peak support in Group Sales, Guest Services, and Program Departments.
- Provide on-site facility tours with prospective group leaders.
- Act as on on-site host for groups, and general guest concierge when possible.
- Assist with planning logistics and coordination of event details.
- Manage conference equipment inventory levels. Also responsible for equipment quality, set up/tear down procedures, transportation, repair, cleaning, & replacement.
- Update function sheets weekly and distribute at the weekly service schedule meetings.
- Provide prospective group tours when Group Sales staff are not available.
- Quality check all meeting spaces prior to group arrival.
- Personally greet group leader upon arrival and escort to reserved meeting space to review orders and verify compliance.
- Prepare welcome signs for arriving groups and meeting spaces.
- Greet group leaders upon their arrival to go over their service schedule, catering forms, and program requests. As a final checkpoint, ensure that ALL paperwork is signed upon the groups’ arrival: contracts, service schedules, catering forms, etc.
- Ensure conference needs are being met by regularly checking in with group leaders during meals and breaks.
- Ensure proper billing by notifying the Group Reservationist of all on-site purchases, set/rooming changes, AV equipment add on’s, etc.
- Personally thank each group leader, host and/or instructor just prior to departure. Collect all pending paperwork and/or dates for rebooking for Group Sales.
- Assist with preparation of the annual Group Sales budget, assist in administration of the approved budget, and operate within the set budgetary limits for the duration of the fiscal year.
- Assist with recruiting, selecting, supervising and evaluating staff, interns, and volunteers for the Conference Department, providing them with the resources necessary for them to perform assigned tasks at a high level of competence.
- Responsible for assisting with the production and distribution of staff schedule for the Conference Assistant and volunteers in the Conference Department.
- Responsible for enforcing all staff policies and procedures with subordinate staff.
- Participate in the implementation of YMCA management systems as they apply to assisting with United Way drives, Capital and Annual Campaigns and staff training.
- Responsible for sets, communications, and participation in weekly Service Schedule and Directors’ meetings.
- Carry out responsibilities and duties of Manager on Duty (MOD), as assigned.
Educational Background:
Associates degree, or 2+ years similar experience
Skills/Experience:
- Must possess maturity, excellent communication skills, good judgment, and strong organizational skills.
- Preferable experience in event planning, exposition, event production, or event management.
Compensation/Benefits:
Salary: $32,500.00
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 30 2018
Active Until:
Nov 30 2018
Hiring Organization:
YMCA of the USA
industry:
Nonprofit