Conference Services Coordinator
POSITION SUMMARY:
The Conference Services Coordinator provides friendly, efficient clerical and administrative support to the Conference Services and Catering Sales teams.
ESSENTIAL FUNCTIONS:
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Adheres to standards of operations, policies, procedures, instructions, etc.,
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Answers incoming telephone inquiries as needed by determining client’s needs and specifications utilizing the Banquet Inquiry Form for referral to department managers and Event Services Manager.
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Ensures all filing systems are maintained according to SOP.
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Processes invoices and Pcard transactions in various systems and according to SOP.
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Prepares and maintains monthly function detail communications, schedules, weekly staffing, and other needed communications to Ops, ODW, Regional Manager, WOW and EDU.
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Assists with ordering from non-food vendors, including but not limited to office supplies, banquet supplies, rentals reservations and deliveries.
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Reviews monthly aging reports from accounting and WOW/EDU and provides updates to Banquet Manager and Finance as needed.
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Sends new and revised BEO’s to Audio Visual vendor and prepares and send monthly billing.
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Maintains and prepares signage for weekly buffets and digital signage and monthly Event Board and Outfitter Communication Board according to BEO details.
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Compiles survey data and summarizes content and YTD OSAT and provide to Regional Manager.
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Assists with on-site events as needed.
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Follows all established Standards of Operation, policies, and procedures – generating and completing all necessary forms, correspondence, etc.
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Performs in a manner that demonstrates the Bass Pro Shops professionalism and Brand Standards.
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ALL OTHER DUTIES AS ASSIGNED
EXPERIENCE/QUALIFICATIONS:
KNOWLEDGE, SKILLS, AND ABILITY:
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Ability to work as a team
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Ability to work both fast and accurately
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Remain current with all pertinent computer software programs and equipment relative to job –Outlook, Excel, Word, Power Point, etc.
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Have working knowledge of all departments on property ODW, WOW, WOLF school, Hemingway’s as it pertains to banquet operations.
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Must be organized, detail orientated, and able to handle multiple tasks at one time.
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Load and unload equipment and materials into vehicles as needed.
TRAVEL REQUIREMENTS:
PHYSICAL REQUIREMENTS:
INDEPENDENT JUDGEMENT:
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Performs tasks and duties under general supervision, using established procedures and innovation. Chooses from limited alternatives to resolve problems. Occasional independent judgment is required to complete work assignments. Often makes recommendations to work procedures, policies, and practices.