Job Description
Job Location: Lake Junaluska Assembly Inc - Lake Junaluska, NC 28745
Position Type: Full TimeEducation
Level: 2 Year Degree
Travel Percentage: Up to 10%
Job Shift: Day
Job Category: Hospitality - HotelLJA Mission Statement:
The mission of Lake Junaluska is to be a place of Christian hospitality where lives are transformed through renewal of soul, mind and body.
Located in the Smoky Mountains of Western North Carolina, Lake Junaluska is a conference and retreat center that hosts over 50,000 overnight guests annually. We have over 400 lodging rooms, a campground, and meeting space for up to 2,000 people. All of our facilities are located on a scenic 1,200 acre campus which boasts panoramic views, abundant recreation opportunities, and a 200 acre lake. Our market ranges from youth groups to affluent leisure guests primarily from the Southeastern US
Summary
The Conference Coordinator serves as a critical link between the needs of each meeting planner that arrives at Lake Junaluska, and the operational support staff. Once an event planner meets and books an event with a member of the Lake Junaluska sales staff, the Conference Coordinator becomes the main point of contact for the meeting/event planner. The Conference Coordinator serves as the liaison, communicating the services each department will provide during the course of the conference and/or event, to both the event planner and operational staff. This critical role impacts each operations department and is the key to the total conference/events overall satisfaction, as it relates to providing exceptional customer service.
Essential Functions
- Reserve conference rooms and coordinate services for groups and organizations holding meetings, conventions and other events at Lake Junaluska, to include;
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- - Organizing banquet or catering services
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- - Reserve AV Equipment
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- - Coordinate event space configuration changes, including communicating updates across operational departments
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- Responsible for creating the Banquet Event Orders (BEOs) and meticulously document all event needs with an emphasis on communicating time sensitive changes to all support staff.
- Must assure all operational staff members are informed well in advance of the needs, demands, goals and general details of an event/conference so that support staff can extend the best possible guest experience/Christian hospitality.
- Responsible for educating, directing and guiding meeting planners through the planning process to ascertain the goals, and needs of the proposed meeting, in order to facilitate a smooth and flawless conference and/or event for the event planner, and operation support departments providing services.
- Responsible for organizing pre and post event meetings with groups and all supportive materials as needed.
- Be available to groups on property and proactively find ways to exceed expectations while maximizing overall yield for Lake Junaluska.
- Responsible for ordering VIP amenities upon request for meeting planners.
- Responsible for providing support to Group Sales Managers with monitoring payment(s) and room block pick-up.
- Responsible for creating estimated bills and collection of payment before groups arrive as well as billing for final payment as needed for revised charges.
- Serve as liaison between groups utilizing Lake Junaluska facilities with the Front Desk, Reservations and Marketing Staff.
- Attend all calendar meetings and provide needed support materials to operational staff.
- Comply with all safety policies, practices and procedures and report any unsafe activities or conditions immediately to supervisor and/or the Human Resources department.
- Perform other duties and responsibilities as assigned and required.
QualificationsKnowledge, Skills and Abilities
- Associate’s degree or equivalent; or six months to one year related experience and/or training; or equivalent combination of education and experience
- Must possess an acute attention to detail.
- Must have solid customer service experience, 1 year minimum - preferably in hospitality, guest services or event management.
- MUST be very detail oriented with the ability to prioritize tasks, organize daily activity and to be able to multi-task projects/tasks.
- Must have the following:
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- - Excellent written and oral communications skills with people from a wide variety of education and socioeconomic backgrounds.
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- - Excellent computer skills to include, Microsoft Office, electronic mail, routine database, word processing, spreadsheet, graphics, etc. Knowledge of Property Management System, Maestro and Delphi GMS preferred.
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- - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
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- - Ability to allocate time efficiently with minimal supervision.
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- - Ability to resolve customer service related issues and troubleshoot a variety of customer, guests and/or employee questions.
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- - Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals; must be able to calculate rates, ratio and percentages and to create and interpret sales graphs.
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Working Conditions
- Light to moderate physical activity performing non-strenuous administrative type work.
- Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation; with quiet to moderate noise.
- Physical demands: able to lift up to 25 pounds, manual dexterity sufficient to reach/handle items.
- Manual dexterity to perceive attributes of objects and materials.
- Climb, balance, stoop, kneel; frequently moves about, able to stand, walk, and sit for extended periods.
- At times, be outdoors in all weather conditions.
- Vision: must be able to see close, have good vision to perform daily duties.
- Hours: 8:00 a.m. to 5:00 p.m. Monday through Friday, nights, weekend, holiday, OT, as required.
Lake Junaluska is an Equal Opportunity Employer
