Conference Planner & Event Coordinator

Position Summary

The Conference Planner / Events Coordinator is responsible for planning, coordinating, and executing conferences, meetings, weddings, social events, and group functions hosted at Arrowwood Resort & Conference Center. This position serves as the primary point of contact for clients after the sale is confirmed, ensuring all event details are accurately planned and communicated to operational departments to deliver exceptional guest experiences.

Qualifications

• Associate's or Bachelor's degree in Hospitality Management, Event Management, Business Administration, or a related field preferred.
• Minimum of 2 years of experience in conference services, event planning, hospitality, or hotel operations preferred.
• Experience in a resort or conference center environment is highly desirable.
• Excellent organizational and time management skills with the ability to manage multiple events simultaneously.
• Strong written and verbal communication skills.
• Exceptional customer service and relationship-building abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with hotel property management systems and event management software is preferred.
• Ability to work independently and collaboratively in a fast-paced environment.

Essential Duties and Responsibilities

• Serve as the primary liaison for clients from contract confirmation through event completion.
• Plan and coordinate all aspects of meetings, conferences, weddings, banquets, and special events.
• Conduct planning meetings, site visits, and property tours with clients as needed.
• Prepare Banquet Event Orders (BEOs), event resumes, rooming lists, and other event documentation.
• Coordinate event logistics with Food & Beverage, Banquets, Housekeeping, Maintenance, Front Office, Recreation, and other resort departments.
• Ensure all client requirements, room setups, audiovisual needs, catering details, and special requests are communicated accurately.
• Monitor event timelines and oversee event execution to ensure quality service and guest satisfaction.
• Respond promptly to client inquiries and resolve concerns professionally and efficiently.
• Review billing information and verify event charges for accuracy.
• Maintain accurate records in the property's sales and event management systems.
• Participate in weekly operations, banquet, and sales meetings.
• Assist the Sales & Marketing team with promotional events and business development activities as needed.
• Maintain knowledge of resort facilities, services, and event offerings.
• Ensure compliance with company policies and safety standards.

Physical Requirements & Working Conditions

• Ability to stand and walk for extended periods during events.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to inspect event spaces and move throughout the resort property.
• Ability to work evenings, weekends, and holidays as business demands require.
• Primarily office-based with frequent movement throughout the resort.
• Regular interaction with guests, vendors, and multiple resort departments.
• Schedule flexibility is required to support conferences, weddings, and special events.

Key Competencies

• Event Planning & Coordination
• Client Relationship Management
• Organization & Attention to Detail
• Communication & Interpersonal Skills
• Problem Solving & Decision Making
• Time Management
• Team Collaboration
• Customer Service Excellence
• Adaptability & Multitasking