Job Posting for Conference Coordinator at Zephyr Point Presbyterian Conference Center
Come work with purpose for Zephyr Point, a non-profit camp and conference center on the southeast shore of Lake Tahoe! You can be a part of our mission of inviting all to experience God through education, exploration, and inspiration. Read more about Zephyr Point here: www.zephyrpoint.org.
Under the general supervision of the Director of Guest Services, the Conference Coordinator is a primary point of contact for ZPPCC Guest Groups, processing reservations and aiding throughout the booking process for guests from inquiry to departure. The Conference Coordinator will have a genuine interest in and compassion for the mission of Zephyr Point Presbyterian Conference Center, its growth and expansion, and be familiar with all facets of Zephyr Point organization, programs, and facilities to effectively interpret and provide services to guests and staff.
High-school diploma and applicable college courses required
Minimum two years’ experience in guest services, administration, event coordination or related field
Demonstrated and documented ability to work well with other people as a team member
A positive, outgoing personality with ability to project enthusiasm to guests and staff
An excellent reputation in administrative and hospitality fields While primarily a Mon-Fri 8am-5pm position, ability to maintain a flexible schedule including occasional evenings, weekends, and holidays
ESSENTIAL FUNCTIONS OF THIS POSITION:
Serve as expert liaison between guest groups and ZPPCC staff distributing information and answering questions throughout the booking process
Be familiar with all Zephyr Point facilities including location, details, floor plans, parking, etc.
Answer inquiries via phone and email regarding event space and questions; maintain waiting list for potential business
Coordinate and conduct site visits and property tours
Schedule guest group reservations to maximize facility usage, in accordance with ZPPCC mission-oriented booking guidelines
Construct contracts to secure reservations
Process payments, signed contracts, and other guest forms; communicate effectively with guests regarding overdue items; process cancellations and refunds as needed
Maintain detailed records of revisions to facilities, changes in expected attendance, and other details relating to scheduled events
Prepare for upcoming reservations by assigning housing, meal schedules, meeting spaces, and other activities
Distribute schedule and details for incoming groups to relevant ZPPCC staff including meeting room setups, food service numbers, special diets, snacks, etc.; provide weekly summary of upcoming events for staff
Follow up with guest groups post-event for future rebooking requests, guest feedback, issue resolution, etc.
DUTIES AND RESPONSIBILITIES:
Utilize registration software to ensure efficient input, reporting and tracking of information; clean duplicate data and keep balances and contact info current
Maintain organized files including contracts, communication records, event notes, etc.
Coordinate with other team members to keep facility and rate information updated across all platforms (website, email, printed materials, on-site signage, etc.)
Assist with developing booking policies, rates, and procedures that support the ZPPCC mission and protect staff and guests; communicate and administer policies fairly for all
Assist with cabin and guest room reservations
Assist with guest check-in and check-out
Handle guest needs, special requests, and complaints; communicate with group leadership while on site to ensure a positive guest experience
Assist with on-site announcements for guests
Assume receptionist duties in absence of front desk attendant; greet guests, answer phones, manage keys, arrival packets, signage, etc.
Collect guest evaluations, identify trends, and produce reports; distribute to ZPPCC staff
Assist with marketing efforts to secure new customers and further the ZPPCC mission
Assist in the training of Guest Services employees and volunteers
Cross-train for other Guest Services positions to provide support when needed
Attend all mandatory ZPPCC staff meetings
KNOWLEDGE, SKILLS AND ABILITIES:
Keen sense of time and priority management, with ability to meet deadlines; ability to carry out detailed plans, organize and process heavy volumes of work
Strong attention to detail amongst frequent interruptions
Ability to maintain good relations with people of varying ages, personalities, and interests
Ability to read, write and speak English well to communicate effectively with guests, staff, and other agencies
Excellent oral and written communication skills; computer literate including Microsoft Office and database management skills
Discretion and good judgment on confidential issues and material
Maintain a valid driver’s license and insurable driving record; must have a reliable means of transportation in all seasonal weather conditions