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. Located on over 5,100 acres of beautiful mountain terrain, Snow Mountain Ranch is surrounded by Rocky Mountain National Park, Grand Lake, Lake Granby, and Winter Park Resort. The beautiful indoor and outdoor venues and reunion cabins are what make people from all around the country choose Snow Mountain Ranch to celebrate their special event.

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.
Our Mission & Culture: We firmly believe in our mission of putting Christian principles into practice through programs, staff and facilities in an environment that builds healthy spirit, mind and body for all. YMCA of the Rockies staff are key players in helping cultivate an environment of healthy living, youth development, and community impact on our breathtaking properties outside Rocky Mountain National Park. This is a place where nature inspires and staff lead with heart. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests and staff. The work each staff member does matters. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other.
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.

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.

Compensation Package:

• 60-day temporary housing on-property with possible opportunity for year-round housing at employer owned rental property in Granby.
• Health, dental, and life insurance
• Generous PTO/Vacation
• Participation in YMCA Retirement Fund (an additional 12% contribution by YMCA after 2 years employment)
• Employer owned rental housing may be available nearby - Contact Human Resources for more information
• YMCA of the Rockies membership
• Discounted childcare, summer day camp, and summer overnight camp
• Discounted nights at YMCA of the Rockies lodges for friends & family
• Ski and golf passes to nearby resorts & courses
• Free or discounted gear rentals for outdoor adventures