Conference Coordinator (Term Position)

at  Banff Centre for Arts and Creativity

QUALIFICATIONS AND EDUCATIONAL REQUIREMENTS

• At least one year of experience working in hospitality, preferably hotel front office, sales, or conferences.
• Advanced knowledge of Microsoft office including Excel, Outlook, Word and PowerPoint is required.
• Experience working with Adobe Creative Suite is an asset.
• Experience working with Visual One property management software is an asset.
• Excellent verbal and written communication skills
• The ability to deal with multiple and often conflicting priorities in a fast-paced and ever changing environment.
• Highly-developed organizational and time-management skills
• High standards of accuracy and attention to detail

Below are some key accountabilities:

• First point of contact for all incoming telephone inquiries and general conference emails, with a moderate level of decision making and problem solving required in relation to these inquiries
• Creates and maintains department filing systems
• Weekly, monthly and annual reporting as required
• Extend positive, resourceful, and thoughtful service to both internal and external customers, including communication and follow up as require

The Conference Coordinator, if assigned to a portfolio working with the Sales Managers, will report directly to the Senior Sales Manager. If assigned to a portfolio to work with the Conference Services Managers, the Conferences Coordinator reports directly to the Director, Conferences.

Below are some key accountabilities:

• First point of contact for all incoming telephone inquiries and general conference emails, with a moderate level of decision making and problem solving required in relation to these inquiries
• Creates and maintains department filing systems
• Weekly, monthly and annual reporting as required

• Extend positive, resourceful, and thoughtful service to both internal and external customers, including communication and follow up as required

  Sales Coordination

• Administrative duties for the sales team including generating and distributing correspondence, contracts, proposals and bid documents

• Generating cost analysis and budget estimates for group bookings
• Creating and maintaining bookings, including processing deposits, facilitating information flow and administration of space requests

• Coordination of sales trips such as travel arrangements, trade show registration and sales call research

  Conference Services Coordination

• Preparation and distribution of correspondence, proposals, and contracts for all facets of conferences programming and meeting architecture products

• Assist with the coordination and set up of any conference programming requirements, including maintaining strong communications with facilitators to ensure that all program requirements are in place
• Assist Conference Services Managers with Conference Management Packages, including assistance with organizing name tags, conference kits, registrant lists and registration desk support
• Review Group Resume Forms for accuracy and formatting
• Administration of welcome packages, meal tickets amongst other conference services administrative requirements
• Facilitation of internal meeting requests including answering inquiries, completing booking and liaising with required departments