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Conference Services Coordinator

posted October 4, 2019

Courtyard Los Angeles Westside
Culver City, CA
730348 l

About This Job

Opportunity:  Conference Services Coordinator

This position is responsible for preparing all event documentation and coordinates with Sales, property departments and customers to ensure consistent, high level service throughout pre-event, event and post-event phases of property events. This position handles events of average to high complexity. There is a balanced focus on managing social events, weddings and corporate meetings/events. This person will ensure that all catering events have a seamless turnover from sales to service and will coordinate all details once the client has confirmed their event with the sales manager. This person must also be able to recognize opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events throughout the planning process.

Potential Career Path

Sales Manager or Conference Services Manager – Director of Sales 

Essential Job Functions

  • Managing Event Logistics

    • Greets customer in a timely manner upon receiving a file for an upcoming event to introduce oneself as the onsite event contact.
    • Participates in customer meetings for assigned groups to plan all details of the event with guidance from his/her supervisor.
    • Participates in customer site inspections/tastings and assists with the sales process as necessary.
    • Assist with client walk-ins – check space and availability (block space if necessary) in Sales Manager absence.
    • Uses his/her judgment to integrate current trends in event management and event design.
    • Identifies operational challenges associated with his/her group and determines how to best work with the property staff and customer to solve these challenges and/or develop alternative solutions.
    • Greets clients at each assigned event including Weddings (if necessary) and works with Banquet Event Operations to execute events.
    • Ensures billing accuracy and conducts bill reviews with the clients prior to processing the final bill.
    • Solicits feedback from the property departments to identify areas for improvement to enhance the Event Planner’s experience.
    • Adheres to all standards, policies, and procedures.
    • Ensuring and Providing Exceptional Customer Service for Property Events
    • Delivers excellent customer service throughout the experience and encourages all associates to do the same.
    • Sets a positive example for guest relations.
    • Coordinates and communicates event details both verbally and in writing to the customer and property operations.
    • Makes presence known to customer at all times during this process.
    • Works with his/her supervisor to oversee the customer experience from file turnover through the post event phase until turnover back to sales.
    • Follows-up with customer post-event and sends Event Survey (if applicable).
    • Responds to and works with Sales Manager to handle guest problems and complaints.
    • Participates in weekly BEO and Sales/Catering Meeting.
    • Uses personal judgment and expertise to enhance the customer experience
  • Works to Continually to Improve Customer Service
    • Emphasizes guest satisfaction during all departmental meetings and focuses on continuous improvement.
    • Reviews comment cards and guest satisfaction results with supervisor and coworkers.
    • Participates in pre- and post- event meetings as required to review and communicate group needs and feedback.
    • Works with Sales Manager, the property staff and customers to address operational challenges associated with his/her group.
  • Assists in the Sales Process and Revenue Forecasting.
    • Assists with the sales process as necessary.
    • Up-sells products and services throughout the event process.
    • Works under the guidance of his/her supervisor to forecast event revenue (catering and audio visual) for his/her groups.
    • Performs other duties as assigned to meet business needs.
    • Perform additional Administrative Duties

Position Requirements

  • High School diploma or equivalent preferred.
  • Previous hotel or sales experience preferred, but not required.

Work Environment and Context

  • Work schedule varies and may include occasionally working on holidays, weekends.
  • Required to sit for extended periods, lift up to 10 pounds, bend, reach, use hands and fingers to operate keyboard.

What We Believe

People Are Our Capability – Hearts That Serve – Only Excellence – Stay Nimble - Own It


About This Employer

Courtyard Los Angeles Westside

6333 Bristol Parkway
Culver City, CA 90230

(310) 484-7000

260 Room Hotel

Our Hotel

Our hotel in Culver City boasts easy access to I-405, placing you near the Getty Museum, Marina Del Ray, Venice Beach, Santa Monica and other popular attractions. After an eventful day discovering what the local area has to offer, guests can retreat to their room to unwind on our luxurious bedding and watch their favorite shows on our flat-panel TVs with premium movie and cable channels. We invite our guests to start their day at The Bistro, serving American fare for breakfast and dinner as well as Starbucks® coffee. The restaurant also offers a breakfast buffet with omelet and waffle stations for diners' enjoyment. Afterward, guests can work out at our fitness center with cardio equipment and free weights, or go for a swim in our outdoor pool.