Convention Services Coordinator (Grouse Mountain Lodge)

This role supports the Convention Services Manager in delivering group, meeting, and convention services from pre‑arrival through post‑event. Responsibilities Enter, update, and maintain accurate group details, rooming lists, function space, and event orders within Delphi. Prepare, proofread, and distribute Banquet Event Orders (BEOs), group resumes, and other event documentation to all relevant departments. Track due dates for deposits, guarantees, rooming lists, and other client deliverables, and follow up proactively with clients and internal partners. Coordinate with Banquets, Culinary, Front Desk, Housekeeping, Maintenance, AV, and other departments or vendors to ensure operational readiness for group arrivals and events. Assist with creation and maintenance of event diagrams, floor plans, and function space setups in collaboration with Convention Services and Banquet teams. Maintain organized electronic and/or physical files for all assigned groups and events, ensuring documentation is complete and accessible. Support site visits, preconvention meetings, and planner walk‑throughs by preparing materials, attending as needed, and capturing action items. Respond to routine client inquiries via phone and email regarding event details, timelines, menus, and hotel services, escalating issues as needed. Assist with preparation of group and event proposals, contracts, and addendums in coordination with Sales and Convention Services Manager. Generate and distribute internal communication tools such as weekly group pace, BEO packets, and function calendars. Assist with monitoring group pickup, cut‑off dates, and block management, and communicate updates to Revenue Management and Front Desk as directed. Support billing processes by ensuring billing instructions are accurate, charges are properly coded, and backup documentation is organized for review. Help collect and track post‑event feedback, survey results, and planner comments to support continuous improvement and future business. Work closely with the Convention Services Manager and Banquet leadership to ensure that contracted service standards and service levels are communicated and upheld. Maintain updated knowledge of hotel facilities, services, menus, and destination offerings to assist clients with questions and recommendations. Provide general administrative support to the Convention Services and Sales teams, including scheduling meetings, preparing reports, and organizing collateral. Serve as a positive, professional point of contact for planners and internal teams, representing the property and brand in a warm, polished manner. Perform other job‑related duties as assigned by the Convention Services Manager. Compensation The starting wage for this role is $22.00/hour. Benefits Inclusive, global team environment. Free access to Pursuit attractions and 50% discount for friends. Discounts on hotel stays, dining, and retail. Subsidized mental health and wellness resources. Information: Pursuit is an Equal Opportunity Employer committed to diversity in the workplace. We evaluate qualified applicants without regard to race, color, age, religion, gender, sexual orientation, disability, veteran status, and other protected characteristics. #J-18808-Ljbffr