Conference Services Coordinator

: Who we are: We love what we do and what we do is important! We believe that everyone should leave feeling better - this means not just our guests and owners, but also our teammates. Everyone should go home feeling better because they learned something new, or had fun working that day. Therefore, we hire unique individuals who work together to create amazing experiences for our guests. We recognize that every member of the team contributes to the success of the whole organization. No-one is more important than anyone else, and unless we are in it together, we can't create that special experience for our guest. Your mission: Should you choose to accept it… The Conference Services Coordinator will be responsible for successfully servicing rooms-only groups (those without meetings or events at the time of signing). Additionally, this role supports the Catering & Conference Services team administratively to produce unrivaled hotel events and guest experiences. The details include organizing and coordinating event setup requests, guest chamber reservations, contracts and proposals, amenities and other administrative bits and bobs that come up.Communication and collaboration are king (or queen) and although this position starts on the Catering & Conference Services team, they work with every hotel department to ensure each guest stay or group goes off without a hitch. It helps if the guest sings our praises too.Let's face it! This is the job that makes the world go round… The Nitty-Gritty: What exactly you will be doing… In helping you you understand your role in working for a world class organization, the following is a list of your essential job responsibilities. Please keep in mind that this list is not all inclusive and that you may be asked to perform other job tasks by your manager not listed below in the constant quest to provide “out of this world” customer service experience for our guests:

• Ring. Ring. That's the phone and we need an outstanding, professional, proactive representative of the Virgin Hotels brand to pick it up.
• Administrative duties include preparing rooming lists, banquet event orders, diagrams, emails, and invoices. You assist with reporting and compiling super important details. Organizing guest room blocks, banquet event orders, amenities, setup requests and guest chamber reservations will be the day to day. Other fun projects include sitting in on collaborative meetings and assisting in planning client events.
• A planning site inspection is a tour with a potential client highlighting our awesome event space and guest chambers. This is muy importante at the hotel and takes a lot of preparation. The Conference Services Coordinator will support the Catering & Conference Services team by preparing a client overview, distributing to the hotel, prepping the guest chambers and even brainstorming a cool amenity.We are looking for a vibrant whippersnapper who sees a future on the Catering & Conference Services team. You give us great energy and a thirst for learning and we will give you an awesome education.

What qualities are we looking for? You got skills? If you are able to perform the following, then you have definitely come to the right place…

• Great team player with the ability to create excellent working relationships across the group. Collaborative approach with all departments, particularly food & beverage and of course, the sales & marketing and events team.
• Ability to break down barriers and resolving potential conflicts swiftly and effortlessly
• Strong communication and presentation skills to all levels of management
• Creativity and innovation are essential!
• Ability to think outside the box and approach all issues with a completely fresh approach
• Ability to anticipate needs and over deliver wherever possible
• Candidates must think on their feet and use their initiative to solve problems and deliver solutions
• Excellent customer relations, communication, presentation and organization skills of utmost importance
• Comply with all safety and health department procedures, as well as all state and federal liquor laws.
• Able to change direction and work on multiple project aspects at once
• Enthusiastic, passionate, able to enthuse and motivate others Leadership ability and behavior consistent with Virgin Hotels Core Values: Fun, innovative, original and personable, and striving to deliver high quality and brilliant customer servic

Background must-have:

• Current, legal and unrestricted ability to work in the United States
• High school equivalent or education required
• Minimum 1-2 years of previous hotel experience with a luxury or lifestyle brand
• Ability to clearly and pleasantly communicate in English with clients, guests, vendors, teammates/management, in person, in writing and on the telephone
• Proficient computer knowledge.
• Experience with Delphi, HMS, and SocialTables

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