Conference Services Coordinator Resume Sample

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Larue Reichel
441 Bobbie Pine,  Los Angeles, CA
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Work Experience


Conference Services Coordinator
12/2016 - PRESENT
Dallas, TX
  • Basic English language skills sufficient to fully comprehend job assignments, read and understand manufacturer’s instructions where related, and adhere to safety warnings
  • Handles all telephone calls in accordance with the hotel’s standards, using a warm and sincere greeting, understanding / complying immediately with guests’ needs and enquiries, answering within three rings, and recording all enquiries and messages in a proper and timely manner
  • Handles guests’ complaints in a congenial manner
  • Maintains department’s policies and procedures, training and development manuals, and relevant conference services reports
  • Assists in the preparation of department’s daily, weekly, monthly and yearly reports
  • Ensures that office supplies and CCS-related materials/collaterals to support day-to-day CCS operations are available at all times
  • Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions
  • Arrange the availability of audio-visual equipment, transportation, displays, and other event needs
Events & Conference Services Coordinator
07/2010 - 07/2016
Chicago, IL
  • Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security
  • Conduct post-event evaluations to determine how future events could be improved
  • Evaluate and select providers of services according to customer requirements
  • Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers
  • Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress
  • Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries
  • Design and implement efforts to publicize events and promote sponsorships
Sales & Conference Services Coordinator
11/2003 - 06/2010
Phoenix, AZ
  • Promote conference, convention and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications
  • Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends
  • Previous experience as a Conference Services Coordinator, or in a Food & Beverage capacity, is an asset
  • Experience in a Front of House Hospitality related role is required
  • Working knowledge of Sales & Catering, Property Manager, and Microsoft Office Applications
  • The ability to maintain an active trace/follow-up system for all incoming inquiry calls
  • The ability to prioritize numerous projects and tasks on a daily basis
  • The ability to generate complete and correct daily event schedules and reader boards
  • The ability to prepare and stay on top of weekly reports

Education


Texas A&M University
1998 - 2002
Bachelor's Degree in Events

Professional Skills


  • Excellent listening and oral communication skills
  • Excellent planning, organization, time management and follow-through skills in a fast-paced environment
  • Excellent customer service and oral and written communication skills required as well as the ability to resolve conflict quickly, escalating when necessary
  • Excellent computer skills and knowledge of office technology -specifically MS 365 suite
  • Excellent Computer Skills (Windows, Word, Excel, Outlook, Powerpoint, Delphi, Resort Suite)
  • Speak, read and write English fluently, with strong oral and written communications skills
  • Make decisions and communicate effectively in a timely manner to ensure a positive guest and customer experience

How to write Conference Services Coordinator Resume

Conference Services Coordinator role is responsible for computer, events, microsoft, printing, training, auditing, purchasing, security, design, research.
To write great resume for conference services coordinator job, your resume must include:

  • Your contact information
  • Work experience
  • Education
  • Skill listing

Contact Information For Conference Services Coordinator Resume

The section contact information is important in your conference services coordinator resume. The recruiter has to be able to contact you ASAP if they like to offer you the job. This is why you need to provide your:

  • First and last name
  • Email
  • Telephone number

Work Experience in Your Conference Services Coordinator Resume

The section work experience is an essential part of your conference services coordinator resume. It’s the one thing the recruiter really cares about and pays the most attention to.
This section, however, is not just a list of your previous conference services coordinator responsibilities. It's meant to present you as a wholesome candidate by showcasing your relevant accomplishments and should be tailored specifically to the particular conference services coordinator position you're applying to. The work experience section should be the detailed summary of your latest 3 or 4 positions. Representative Conference Services Coordinator resume experience can include:

  • Multi-task and take direction from multiple sources, while prioritizing and maintaining control over workload
  • Meets with Director of F&B and other managers regularly to discuss special projects and organize priorities for the division
  • Proven ability to use initiative to support the team is required
  • Strong work ethic, highly responsible, reliable with the ability to work extended hours, weekends and public holidays when necessary
  • Completing Resumes and Banquet Event Orders for coordinated groups
  • Ordering supplies for Conference Planning Department and provide supplies to customers at a charge. Office supplies price sheet maintained as required

Education on a Conference Services Coordinator Resume

Make sure to make education a priority on your conference services coordinator resume. If you’ve been working for a few years and have a few solid positions to show, put your education after your conference services coordinator experience. For example, if you have a Ph.D in Neuroscience and a Master's in the same sphere, just list your Ph.D. Besides the doctorate, Master’s degrees go next, followed by Bachelor’s and finally, Associate’s degree.

Additional details to include:

  • School you graduated from
  • Major/ minor
  • Year of graduation
  • Location of school
These are the four additional pieces of information you should mention when listing your education on your resume.

Professional Skills in Conference Services Coordinator Resume

When listing skills on your conference services coordinator resume, remember always to be honest about your level of ability. Include the Skills section after experience. Present the most important skills in your resume, there's a list of typical conference services coordinator skills:

  • Excellent listening skills; great attention to detail; strong problem solving skills
  • Be proficient in typing skills computer so any correspondence (proposals, contracts, form letters, internal forms, etc.) can be performed as needed
  • Work directly with various catering vendors and customer to ensure all catering options/menus are presented to the customer accurately & effectively
  • The ability to effectively execute/maintain the sales process through handling of site tours and inquiry calls
  • Positive attitude and exceptional guest service skills to support both internal and external customers
  • The ability to work under pressure, prioritizing tasks and juggling many jobs simultaneously

List of Typical Experience For a Conference Services Coordinator Resume

1

Experience For Catering & Conference Services Coordinator Resume

  • Catering, meetings/conventions or F&B experience, preferably in a hotel or conference center
  • Inspect meeting rooms prior to each event to ensure that the set-ups are correct
  • Hotel experience
  • Answering the department’s phone calls in manager’s absence and managing inquiries
  • Occasional bending, kneeling, pushing, pulling and walking
  • Answers Catering and Planning phones throughout the day
  • Answer telephones and take messages for the catering and conference services department adhering to Four Seasons standards
  • Receive and return all emails and phone calls regarding availability and general questions regarding the Plano Town Center and Conference Center
2

Experience For Events & Conference Services Coordinator Resume

  • The ability to professionally and efficiently handle multiple incoming phone calls and inquiries
  • The ability to organize and keep filing system of past groups
  • Plan, execute and assist on all site inspections, planning visits, and department needs for hosted events
  • Work with planning managers to coordinate and disseminate group rooms information internally and to clients
  • Maintain current and accurate menu and pricing detail in Delphi as directed by DOSM, DOCS or Food & Beverage Director
  • Assists with any special mailing projects
  • Regular Delphi auditing and projects to maintain system integrity
  • Handle department ordering of supplies and Conference Service expense reports
3

Experience For Catering / Conference Services Coordinator Resume

  • Coordinate and responding to all requests of internal meetings
  • Assists Conference Services Manager(s) with group related projects/planning
  • Attend Resume meeting only if requested by DOS
  • Complete any special requests from the DOS, Group, Catering, or IBT Sales Manager or
  • Assists with group, special event and group billing
  • Detail groups by determining menus, set up requirements, audio visual, transportation requirements
  • Monitor Room Blocks for assigned groups, distribute rooming list and any changes to Reservations and comply with cut-off dates
  • Assist managers in servicing the customers/accounts
4

Experience For Sales & Conference Services Coordinator Resume

  • Coordinate room and catering equipment needs/replacements/repairs
  • Coordinate vending program; product refills, customer refunds
  • Complete cross-training for Switchboard/Reception position to be an alternate when work volumes require additional assistance
  • Special projects as assigned by assigned Catering and/or Conference Services Managers
  • Basic understanding of hotel, food and beverage and banquet operations
5

Experience For Conference Services Coordinator, Mid Resume

  • Comfortable working with internal and external guests, clients, media, partners, and associates at all levels
  • Ensure customers request to set-up meeting rooms in a timely matter in accordance to DTI's standards and instructions given by the client
  • Work in a safe manner and keep all coworkers safe. Follow all safety procedures to ensure a safe working environment
  • Food & beverage event planning and coordination and general wine knowledge
  • Support catering team to deliver food orders, back up staff in company cafeteria
6

Experience For Conference Services Coordinator Resume

  • Attend Staff Meeting
  • Attend Sales Meeting
  • The ability to respond to walk in inquiries
  • The ability to be fully versed in all banquet space, facilities and capabilities of competitive set
  • Maintain knowledge of all hotel services and features and hours of operation
7

Experience For Catering & Conference Services Coordinator Resume

  • The ability to develop creative attractive menu presentations for potential clients
  • The ability to assist restaurant/hotel general manager with correspondence and small projects
  • The ability to keep Director of Catering/Private Dining Events Manager/Conference Services Manager promptly and fully informed of all problems or unusual matters so corrective action could be taken where appropriate
  • The ability to constantly be aware of what is happening in the function space and catering office
  • The ability to handle special projects in addition to daily tasks
  • The ability o keep all supplies up to date and ordered
  • The ability to arrive at scheduled work time, with a neat and professional appearance
  • The ability to stay calm and focused in the dealings with all clients either on the phone or in person
  • Utilize Delphi and our payment systems for expenses, invoices and financial payments or needs
8

Experience For Events & Conference Services Coordinator Resume

  • Handle all aspects of customer service for assigned groups or tasks
  • Manage client accounts in Delphi – account assignments, space management, merge documents as needed
  • Customer Service: Prepared to answer questions, fax information, attention to the small or immediate needs in the absence of the Planners. Provides and insures the best possible assistance to each client
  • Assist the Catering and Conference Services Managers and the Catering Sales Manager with all administrative support
  • Attend the Weekly Management Meetings record and distribute minutes
  • Maintain supply of collateral for customer and manager use
  • Maintain reports, and Master BEO/REO Book
9

Experience For Catering / Conference Services Coordinator Resume

  • Reconcile daily banquet checks and clubhouse tickets in Delphi
  • Respond to any reasonable task assigned by Managers
  • Work with Sales Coordinator to coordinate group rooms information
  • Maintain professional relationships with current and prospective clients
  • Create Resume and BEO shells to assist Conference Service Manager(s)
10

Experience For Sales & Conference Services Coordinator Resume

  • Create and distribute Amenity Forms for all Groups and VIP’s
  • Maintain Sales kits and packets, and conference services décor as needed
  • Assists Accounts Receivable in group deposit and payment collection
  • Cross trained as Coordinator for the National Sales team
  • Strong communication and interpersonal skills, diplomatic, tactful, customer-focused with a professional phone manner and ability to interact professionally with staff, guests, the press, high profile and other external clients
  • Strong organizational and time management skills with proven ability to organize, prioritize and successfully manage multiple and shifting priorities, projects, and deadlines

List of Typical Skills For a Conference Services Coordinator Resume

1

Skills For Catering & Conference Services Coordinator Resume

  • Acting as an overall Hospitality Services resource to guests, visitors, and employees in providing way-finding and amenities within building, and organizational information
  • The ability to effectively execute/maintain the sales process through handling of site tours and inquiry calls on an as needed basis
  • Computer skills: Microsoft Office, Delphi, Birchstreet, Opera, Meeting Matrix
  • Read, write and communicate effectively with co-workers and patrons in an English speaking environment
  • Proven self-starter with strong work ethic, self-motivated, resourceful, conscientious, punctual and energetic
2

Skills For Events & Conference Services Coordinator Resume

  • Establish and maintain a positive rapport with clients, prior to, during and post conference, exceeding their expectations and encouraging repeat business
  • Provide direct support of and answer questions related to conference room’s a/v and technology prior to or during meetings
  • A genuine sense of hospitality, with a commitment to delivering the excellent service
  • Two or more years experience in event management or hospitality setting
  • Experience with events management, hotel/hospitality, or sales/marketing
  • Two years’ experience in a client service within a hospitality or corporate environment
  • AV equipment support experience, ability to troubleshoot and support issues
  • Strong communications (telephone and in person)
  • Previous administrative, hotel and/or related experience required
3

Skills For Catering / Conference Services Coordinator Resume

  • Uses personal judgment and expertise to enhance the client experience
  • Coordinating, attending, and/or conducting planning meetings and site visits, and working closely with clients and staff to ensure event details are in order
  • Fielding incoming calls and responding to event inquiries, conducting appropriate follow up
  • Assisting in all aspects of planning and executing group functions
  • Creating, maintaining and disseminating banquet event orders, group resumes, and other documentation
4

Skills For Sales & Conference Services Coordinator Resume

  • Working knowledge of: Microsoft Office, and Opera Sales & Catering, PM, RM and other hotel software an asset
  • Updating the master BEO binder and continuously updating changes
  • Sitting 6-8 hours a day
  • Answering the department’s phone call manage inquiries
  • Attending and monitoring functions to ensure they are running as planned, assisting where needed
  • Ensuring that the spaces being used are optimal for the type of meeting being conducted
  • Compiling accurate and timely reports
  • Lift or move 50 lbs.Walking, bending, reading, kneeling, standing, sitting
  • Communicate with internal stakeholders in a timely manner regarding meeting start and end times, changes in meeting status, or special requests
5

Skills For Conference Services Coordinator, Mid Resume

  • Knowledge of computer and printer, Microsoft Office & Excel, scanning machine/copier, file folders, filing cabinet, fax machine, Meeting Matrix & Delphi
  • As scheduled, attends daily, weekly and monthly meetings: Staff Meeting, Conference Review, Daily Stand-Up Meeting and Monthly Department Meeting
  • Assists Director of Catering/Team in organizing tradeshows and sending collateral to customers
  • Client Prospecting and Networking, as requested by Director of Catering & General Manager
  • Sort and distribute all incoming and outgoing Conference Services & Catering mail
  • Respond to all wedding enquiries and leads, obtaining relevant details and responding accordingly
6

Skills For Conference Services Coordinator Resume

  • The ability to learn computer program for booking catering groups and checking availability
  • Responsible for distributing and completing all in house booking and event orders
  • Can sit or stand as needed with intermittent periods of walking, rarely needing to stand for periods up to an hour
  • Makes sure rooms are set to standard before a meeting or training session is to begin
  • Coordinate visitor arrival with Building Security to provide access to visiting guests, vendors, etc
  • Attends catering/private dining meetings, as requested and keeps notes
  • Secure payment for catering/private dining events
  • Provide the primary support to facilitate a high volume of meeting reservations, room selection, room layout changes and catering needs
  • Update conference scheduling as needed for Facility Operations, Space Planning, AV/VC Team, and IT Helpdesk
7

Skills For Catering & Conference Services Coordinator Resume

  • Assists with creating Banquet Event Orders (BEO’s). Assists with making changes to BEO’s
  • Book Dining requests in the outlets for large parties in accordance to the Group Dining Policy
  • Attends catering/private dining meetings, as requested
  • Post-event billing review and tracking
  • Consistently offer professional, engaging proactive guest service while supporting fellow colleagues
  • Manage client accounts in Sales Operating System - this includes logging all activity with contacts
8

Skills For Events & Conference Services Coordinator Resume

  • Maintain filing for Catering and Convention Services
  • Assist with running and monitoring internal systems such as LMS, Delphi, SMS, Halo, HotSoS, ect
  • Manage timeline schedules, meeting preparations, and project tracking
  • Handle communications in a professional manner regarding reservation changes or cancelations in support of the center’s customer visit focus
  • Handle issues related to conference room activities including room set up/take down, visual appearance, food and beverage, and a/v equipment needs
  • Makes sure all rooms are up to par on all meeting room supplies. Manage storage space and inventory of supplies
  • Maintains orderly office inclusive of the filing system
9

Skills For Catering / Conference Services Coordinator Resume

  • Adheres to the "Sundown Rule" ( returning all calls by 5pm in the time zone of the customer ) for all customer correspondence
  • Provide catering setup for all event levels, from simple to multi-day events
  • Maintain detailed files for all group programs and make CS and Catering Manager aware of changes and updates
  • Assist as needed with planning small groups (i.e. tour groups)
  • Extremely flexible and willing to work required hours
  • Provide immediate attention and acknowledgment to customers entering kitchen area in accordance with DTI's standard of operation
10

Skills For Sales & Conference Services Coordinator Resume

  • Maintains orderly file keeping
  • Distributes Weekly EO Packet and parking forecast to operations team
  • Account management and booking of internal meetings
  • Create, distribute and revise morning reports, BEO’s, daily function report, daily change log on a timely basis as required
  • Be physically able to assist the turn of meeting rooms
  • Support Catering Service Managers with oversight of catered events
  • Create and distribute reports including reader boards, Resumes, Banquet Event Orders, and BEO Change log
  • Create Turnover Files for groups and billing codes in software system
  • Create, maintain, secure, and track vouchers (parking and breakfast)

List of Typical Responsibilities For a Conference Services Coordinator Resume

1

Responsibilities For Catering & Conference Services Coordinator Resume

  • Strong "persuasion" skills
  • Maintains program knowledge by attending planning meetings, conference calls, reviewing group resumes and banquet event orders (BEO's) prior to group arrival
  • Proven self-starter (assertive)
  • Completes planning, security arrangements, running of meetings and events with other organizations as necessary
  • Attends daily EO Meeting and weekly Resume Meeting
  • Partners with Catering and Conference planning team to verify issues are identified and resolved
2

Responsibilities For Events & Conference Services Coordinator Resume

  • Maintain current sales & catering promotional literature and have a complete knowledge of hotel’s services and facilities
  • Liase closely with Front Office, Reservations, and Housekeeping in order to ensure that pertinent guest’ arrival details are communicated
  • Ensure that all appropriate communication for upcoming business is complete and distributed in a timely manner to the operations team
  • Is required to lift up to 20 pounds on occasion related to meeting and function preparations
  • Assists in the execution of all aspects of events to include planning, day to day coordination
  • Coordinates and communicates event details both verbally and in writing to the client and property operations
3

Responsibilities For Catering / Conference Services Coordinator Resume

  • Create accounting turnover file
  • Complete HHONORS form for meeting planner points
  • Customer and Vendor Relations
  • Review and triage incoming correspondence and inquiries to determine significance and coordinate appropriate responses. Compose correspondence and send out email under the Lead’s signature to both internal and external recipients
  • Provide support of event planning efforts through tracking of event related contracts and data, preparation and submission of contract RFP’s in partnership with conference planners and tracking of applicable contract deliverables to ensure timely completion
4

Responsibilities For Sales & Conference Services Coordinator Resume

  • Prepare and/or coordinate preparation and compilation of presentations, reports, performance data and other material in support of Lead’s activities and meetings
  • Organize and maintain department electronic and paper filing systems, archive and retrieve records via the Lab’s Archives and Records Office (ARO)
  • Coordinate with the Facilities department, Registrar’s office, campus security, and other departments on campus set ups and preparation
  • Work closely with various internal departments such as Athletics, Education, Student Life, ELS, Music, Registrar’s office, in-house catering service, etc. to coordinate logistics of events to comply within the guidelines of the Events Management Plan
  • Work closely with Conference Services Managers to ensure that a comprehensive knowledge of client files exists in order to respond to client needs in the absence of the manager
  • Organize all in-house functions
  • Responsible for preparing and distributing the Function Sheets on a daily/weekly basis. This includes the prompt distribution of last minute changes to affected departments
  • Answer telephones, direct calls, take and relay messages in a timely manner
5

Responsibilities For Conference Services Coordinator, Mid Resume

  • Coordinate groups that have 10-25 room nights peak night
  • Communicate information to related departments to meet groups requirements
  • File documents and create files as needed
  • Type and mail all correspondence for assigned managers
  • Type proposals, contracts, banquet event orders and resumes as needed
  • Assist managers in special projects – i.e., reports, menus, etc
  • Communicate on a daily basis with Banquet Captains on changes or last minute request form the customer
  • Takes messages, handles customer requests and forwards leads/inquiries to the appropriate salesperson immediately. Follow-up with the sales manager to ensure client was contacted
  • Maintains orderly inventory of collateral/giveaway items
6

Responsibilities For Conference Services Coordinator Resume

  • Handle walk-ins and in-house customer requests, as needed
  • Distributes Weekly and Daily BEO Packet and other appropriate weekly communications to operations team
  • Creates daily reader board and door signage for events
  • Review bills and send event follow-up correspondence/evaluations
  • Coordinate events of all types from start to finish while keeping the customers and operation in mind, by maximizing space Create Event Orders for all events as required
  • Set up Audio Visual to comply with meeting needs and special requests. Assist end users with audio/visual during events. Maintain a/v inventory, contact technicians for repair and replacement, pay and process invoices
  • Order all pantry supplies through contracted vendors
  • Triage and expedite tasks to the appropriate people or department
7

Responsibilities For Catering & Conference Services Coordinator Resume

  • Ensure accuracy of data across multiple systems and tools
  • Creation of reports, spreadsheets and data analysis
  • Assist CAFM team with misc. projects
  • Provide support to Conference Services and Catering Managers as required in the organization of all convention and meeting bookings such as event orders, group resumes, floorplans, etc
  • Arranges appointments for Catering Sales Manager, Conference Services Manager, Assistant Director of Catering & Conference Services and/or Director of Catering & Conference Services
8

Responsibilities For Events & Conference Services Coordinator Resume

  • Work directly with group contacts in a professional manner – both written and verbal – to identify needs and opportunities for recreational activities and Spa
  • Book agreed upon activities and send written confirmation to the meeting planner, including times, meeting places, and cancellation policies. Execute activities contracts that detail above information including cancellation and attrition
  • Through the planning process and up through the group’s in-house events, make necessary changes and monitor changes and cancellations while keeping meeting planner abreast of key contract dates (reduction, release, cancellation)
  • Follow all corporate, hotel and department policies and procedures
  • Serving as primary contact for coordination and execution of all internal meetings, as well as banquet-only events, tour dinners and some small meeting programs
  • Well organized, detail oriented, and able to handle multiple projects and tasks concurrently
  • Flexible, versatile and a fast learner, able to adapt quickly and maintain calm in a fast paced environment
9

Responsibilities For Catering / Conference Services Coordinator Resume

  • Able to meet the attendance guidelines of the job and adhere to departmental and company policies and procedures
  • Stand for long periods of time,
  • Organizes activities through personal contact, verbal and written correspondence
  • Participates in contract negotiations and evaluations with a variety of vendors for meetings including hotel rooms and use of facilities, tours, luncheons, dinners, transportation, AV and other requested needs
  • Arranges for supplemental materials to be prepared as necessary for projects and activities
  • Prepares both internal and external publicly released written communications for specific events. Coordinates production of promotional materials for high impact meetings
  • Works closely with other internal organizations including Public Affairs, Tax, etc. for specific needs/requirements of events; and to ensure customer and employee requirements are handled properly
  • Prepares budgets and tracks costs for activities/events; completes cost-benefit analysis of expenditures and cost savings; and audits invoices submitted for payment
10

Responsibilities For Sales & Conference Services Coordinator Resume

  • Assists in managing MPC’s Corporate Logo Program
  • Conducts certain liaison activities among all company components and suppliers to support the objectives and activities of Company executives, management, industry peers and customers
  • Travel is required to various field and off-site locations for related assignments
  • Scheduling large conference and event space and assisting in the coordination of additional services, including but not limited to; resource booking, room setup requests, catering, and IT support
  • Assist in creating contracts for Catering and Conference Service Managers
  • Prepare site alerts and communicate with the internal departments on the details of the visit
  • Meet with onsite contact and introduce banquet team to ensure successful event

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