Special Events Venue Coordinator

POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, Snow Mountain Ranch, which operates a mission-based family and group conference and retreat center, and a residential camp, serving more than 50,000 guests annually. The Special Events Venue Coordinator is primarily responsible for effectively coordinating services to meet the needs of customers seeking to hold a conference, family reunion, wedding or special event at Snow Mountain Ranch.

REQUIREMENTS/QUALIFICATIONS:

• An associate or bachelor’s degree in business, hotel management or related field is preferred, but a minimum of one-year experience in the resort industry, public relations, sales or a related field may be substituted for a degree.
• Possess a valid, USA state-issued driver’s license, an acceptable driving record, and comply with YMCA driving rules to be approved to operate YMCA vehicles.
• Ability to work flexible days including weekends, holidays and evenings. Most weddings and Special Events are on weekends, and the coordinator would be expected to be on duty during those times.
• Should be able to lift up to 30 pounds.
• Demonstrate ability to speak, read and write fluently in English.

GENERAL YMCA OF THE ROCKIES REQUIREMENTS:

• Uphold and reflect the YMCA core values of Caring, Honesty, Respect, Responsibility and Faith in all functions
• Uphold the YMCA of the Rockies Mission, policies, and programs.
• Possess and demonstrate excellent customer service skills; for example, friendly, personable, helpful, patient, and professional.
• Support the YMCA of the Rockies safety program. Promote safe work practices and a safe environment for guests, members, and staff.
• Promote a cooperative, positive, and flexible atmosphere while working with others in a diverse community.
• Attend required abuse risk management training and report suspicious or inappropriate behaviors and policy violations.
• Commitment to diversity, equity, inclusion and anti-racism is required.
• Must meet acceptable criminal background check standards.
• All other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Administrative tasks will primarily be carried out in a fast-paced office environment; office is extremely busy with many distractions.
• Position requires the ability to move and setup tables, chairs, A/V equipment, and wedding décor. When there is a wedding, it may be necessary to be on your feet all day long.
• Responsibilities require ability to quickly get in and out of vehicles numerous times during weddings and events.
• May need to stand at computer station for long periods of time.

Note: Employees are held accountable for all duties of this job.
This job description is not intended to be an exhaustive list of all duties,
responsibilities, or qualifications associated with the job

ESSENTIAL FUNCTIONS:

• Assist couples with pre-wedding planning, billing and catering arrangements, processing banquet event orders, managing weddings according to contracts, and post-wedding evaluation.
• Effectively manage all special event inquiries, catering inquiries and coordination of the entire event life cycle including, but not limited to; initial inquiry, contract creation, deposit collection, event coordination, billing and post-event evaluation.
• Communicate effectively with the Group Sales Representative handling wedding and day group contracts to ensure sales match Snow Mountain Ranch’s available services.
• Hire, train, schedule and evaluate the performance of the Special Event Venue Assistant Coordinator; coordinate duties and schedule for volunteers assigned to assist with weddings and events.
• Assist group leaders of assigned groups with pre-conference planning, managing groups according to contract, and post-conference evaluation.
• Handle arrangements for day groups, process internal event requests, and serve as the Conference Coordinator for YMCA of the Rockies events, such as the Donor Picnic, Vision Retreat and Fall Board Retreat.
• Coordinate and lead guest tours as needed.
• Assist Conference and Guest Registration Desk with check-ins and checkouts of groups, weddings and guests.
• Serve as the liaison between all groups requesting catering and Food Service to contract and schedule catered events and create BEOs for each event.
• Communicate with the other Conference Coordinators regarding catered events booked by their groups, provide them with the BEOs and any setup needs related to the catering, and ensure the group folios are charged appropriately.
• Become proficient in operation of property management system, radio and switchboard operations, and general office equipment.
• Update and develop various training materials for Special Event Venue staff.
• Assist Conference staff with daily checklist tasks as needed.
• Attend scheduled pre-conference and staff meetings.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Administrative tasks will primarily be carried out in a fast-paced office environment; office is extremely busy with many distractions.
• Position requires the ability to move and setup tables, chairs, A/V equipment, and wedding décor. When there is a wedding, it may be necessary to be on your feet all day long.
• Responsibilities require ability to quickly get in and out of vehicles numerous times during weddings and events.
• May need to stand at computer station for long periods of time