Conference Services Coordinator

Join the team at The Hotel Hershey, a luxury resort best known for its refined elegance, signature services, and abundant amenities. The Hotel Hershey is situated high atop the town of Hershey and has 276 guest rooms, including 10 Villas with 48 luxury sleeping rooms, as well as 25,000 square feet of meeting and function space. The 1930's hotel is a Historic Hotel of America and a AAA Four-Diamond Award winner.

The Conference Services Coordinator is responsible for administrative and event support to the Conference Services Department of The Hotel Hershey.

As a Full-Time Team Member, you will enjoy sweet perks like FREE admission to Hersheypark, discounts, and more as soon as you receive your Employee ID! Your total compensation consists not only of the wage that you are paid, but also includes Medical, Dental, and Vision coverage beginning the first day of the next month after you begin working, 401K Contribution, paid time off, and so much more!

Job Duties (Duties marked with an asterisk are essential functions of this job):

• Coordinate and distribute event information in order to assist conference services team with planning and execution of events. Review all paperwork to ensure completion and accuracy.*

• Compile and distribute client resumes with appropriate timing in order to maintain a consistent and reliable process for organizing and executing events. Ensure all information is shared with appropriate team members and departments.*

• Maintain and update all event order changes and ensure the Master book is always current. Email daily change sheet to appropriate departments.*

• Handle administrative duties in support of conference services. Process purchase orders, submit VIP amenity requests, and handle guest shipping. Coordinate delivery and pickup of goods and services for events.*

• Greet on-site clients and inspect meeting space before the start of the event, to ensure that space is properly set up in accordance with the BEO. As needed, arrange for corrections and adjustments to meet client needs.*

• Collect and input final counts for events, coordinate billing and logistics, and update event information in the CRM system.*

• Assist conference services team with detailing both on-site and offsite events, as assigned. Obtain function details, guarantee counts, and collect payment. Coordinate events on day-of-event to ensure fulfillment of client orders.*

• Conduct follow-up correspondence with clients including, but not limited to, surveys, memos, thank you letters, and evaluation forms. Gather and distribute feedback as needed.*

• Attend all applicable department meetings to gather and distribute necessary information to all stakeholders.*

• Perform other duties as assigned.

Qualifications:

• Minimum of 2 years of related experience.

• Industry Experience - Hospitality/Tourism, Food & Beverage, Other

• Minimum of 1 year supervisory experience.

• 18 years of age or older.

• Completion of high school or GED

Knowledge, Skills, and Abilities:

• Proficient working with details on a daily basis for prolonged periods of time.

• Proficient working with Google Apps, especially Gmail.

• Must be friendly, team oriented, and customer focused.

• Skilled in the use of Microsoft Office applications, including Excel and Word.

• Familiarity with event management software.

Job Demands:

While performing the duties of this job, the employee is required to:

• Reaching Forward Occasional (<33%)

• Climbing Stairs Frequent (34-66%) (ft maximum height)

• Lifting Occasional (<33%) (lbs maximum weight)

• Reaching Overhead Occasional (<33%)

• Finger Dexterity Frequent (34-66%)

• Hand/Eye Coordination Frequent (34-66%)

• Stooping Occasional (<33%)

• Bending Occasional (<33%)

• Sitting Frequent (34-66%)

• Standing Occasional (<33%)

• Walking Frequent (34-66%)