Event and Conference Services Coordinator

What’s in it for you…

• Insurance enrollment available from DAY 1
• Paid time off available from DAY 1
• Holiday pay available from DAY 1
• 401(k) enrollment after 30 days
• Hotel and travel discounts at worldwide destinations
• Professional development and promotion opportunities

Every Detail. Every Time. Show Ready...

The Event and Conference Services Coordinator plays a leading role behind the scenes, supporting the Catering and Conference Services teams (and Sales occasionally) to help drive revenue and elevate the overall guest experience. Like a well-produced show, this position ensures every detail is perfectly timed—focusing on the coordination and execution of Catering and Conference Services initiatives, delivering essential administrative support (including Group Rooms Coordination), and maintaining seamless communication across departments.

Successful candidates will bring positive energy, a proactive work ethic, strong organizational skills, and strong written and verbal communication abilities to the stage. The ideal candidate thrives in a fast-paced, ever-changing environment, collaborates effortlessly with diverse teams, and is passionate about creating memorable, show-stopping experiences that leave every guest impressed.

THE IMPACT YOU'LL MAKE

• You want to learn and grow in the field of Conference Services, Catering Sales & Events.
• You are detail-oriented and have a strong focus on accuracy.
• You enjoy applying knowledge to business processes.
• You’re self-motivated to achieve success.
• You enjoy working in a fast-paced environment.

ESSENTIAL RESPONSIBILITIES

Sales/Catering/Conference Services

• Assist catering and conference services teams in preparing proposals, contracts, BEO’s, Group Resumes.
• Group Rooms Coordination: Responsible for working with our clients on the administration of the operational and system processes for coordinating group arrival and departure. This includes verification of reservations, online bookings, and rooming lists. This position provides ongoing communication between the client, the hotel, and the sales office ensuring all operational standards are met including brand standards, internal and external audit requirements, and overall guest satisfaction.
• Assist in the preparation and accurate distribution of weekly BEO’s and Group Resumes to appropriate operating departments.
• Create, update, and maintain Catering + Conference Services files as needed.
• In collaboration with the Catering, Conference Services and Sales team, conduct any walk-in or scheduled tours as needed.
• Assist in inspection of showrooms and available meeting space for site tours and client meetings. 
• Assist the DOCCS in developing and producing promotional flyers and marketing material, assist in maintaining all digital assets.
• Produce group and events materials to include, but not limited to, name badges, tent cards, menus and menu cards, and other miscellaneous related collateral as assigned.
• Manages BEO book and daily change log.
• Maintain a professional and creative attitude while coordinating with internal and external customers.
• Answer general Catering and Conference Services office phones when staff not available.
• Type correspondence, reports, and necessary forms i.e. contracts, as well as prepare proposals or other letters as directed.
• Account Service and Management: Maintains well-documented, accurate, organized, and up-to-date file management to serve clients and employer in the most expedient, organized, and knowledgeable manner.
• Develops strong customer relationships through appropriate client communication and the use of professional, courteous, and ethical interpersonal interaction.
• Have current knowledge of hotel rates, strategies, discounts, and promotions.
• Have effective communication and complete data entry in information systems with the hotel team to disseminate details of upcoming groups, meeting events and special events.
• Promptly, the same day or by 10 am the next business day, follows up on all customers’ needs and inquiries in an efficient and expedient manner.
• Assists the Sales and Catering department with monthly luncheons, client events, etc.
• Assist sales coordinator to keep supplies stocked and on hand.
• Work with sales & catering team on all group turnover and proper execution of the groups/events.

OTHER RESPONSIBILITIES

• Assists General Manager with administrative needs as required.
• Assists in facilitating office supply orders for the property.
• All other duties as assigned, requested, or deemed necessary by management.
• Represents themselves and the hotel with the highest level of integrity and professionalism, a service-focused approach, and a caring, sincere attitude always.
• Exhibits a positive and involved team attitude to all hotel departments and maintains open communication with all co-workers for the best overall performance of the hotel.
• Display a neat, clean, and business-like appearance in accordance with the hotel Style Guide.

SUPERVISORY DUTIES

­None

POSITION QUALIFICATIONS

Education/Formal Training

High school diploma or equivalency

Experience

Previous sales, hospitality, and administrative experience preferred.

Previous Marriott/CI/Lightspeed experience preferred

Knowledge/Skills

• Advanced knowledge/use of Microsoft Word applications: Word, Excel, Publisher and PowerPoint, Lightspeed, CI-TY
• Alphabetizing, grammar, and punctuation skills.
• Standard business letter formats.
• Strong editing skills. Demonstrate excellent interpersonal and customer service skills.
• Must be able to effectively communicate with a variety of personality types and situations.
• Demonstrate excellent time management skills with proven ability to meet deadlines.
• Maintain high degree of organization and accuracy.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent communication skills necessary to communicate clearly with customers and other departments by phone or in person.
• Able to read contracts and letters.
• Able to use computers.
• Excellent attention to detail and multi-tasking skills.
• Bending/kneeling - repeated bending and kneeling required while filing.
• Mobility - must be able to reach all areas of hotel to assist clients. Occasional standing. Occasional carrying and lifting of files and office items up to 25 lbs.

About First Hospitality…

Founded in 1985 and based in Chicago, First Hospitality is a forward-thinking hotel development, investment, and management company. First Hospitality’s strategic vision is to create value for all through excellence and an openness to doing things differently.

First Hospitality seeks to attract and retain a high-performing and diverse workforce in which employee’s differences are respected and valued to better meet the varying needs of the customers we serve. FH fosters an inclusive work environment that promotes collaboration, flexibility, and fairness. Equal Opportunity Employer.