Conference Services Coordinator

Job Description

Job Description

Description:

ABOUT CHETOLA RESORT

For over 180 years, Chetola Resort has offered guests a timeless mountain escape in the heart of the Blue Ridge Mountains. Serving as the gateway to beautiful Blowing Rock, North Carolina, Chetola is a luxury haven where adventure meets tranquility. The resort blends refined hospitality with immersive experiences—from Orvis®-endorsed fly fishing and award-winning dining to spa indulgence, weddings, and corporate events. Under new ownership, we are embracing an exciting new chapter rooted in thoughtful renewal, authentic elegance, and exceptional guest service.

THE ROLE

Chetola Resort is seeking a detail-oriented and guest-focused Conference Services Coordinator to support the planning and execution of meetings, conferences, and social events. This role is vital in ensuring seamless communication between clients, departments, and vendors—bringing events to life with precision, creativity, and the warm hospitality that defines Chetola.

WHAT YOU’LL DO

Client & Guest Experience

• Serve as the primary liaison between clients and the resort once events are booked.
• Conduct pre-event planning meetings to review timelines, menus, and logistics.
• Ensure all event details are executed flawlessly, delivering a memorable guest experience.
• Partner with the Sales Manager to send post-event follow-up and thank-you emails, reinforcing strong client relationships and encouraging repeat business.

Event Planning & Execution

• Coordinate event setup details with Banquets, Culinary, AV, and Facilities teams.
• Prepare Banquet Event Orders (BEOs) and ensure accuracy and distribution to all departments.
• Troubleshoot issues during events with professionalism and quick problem-solving.
• Act as the primary coordinator for all internal meetings, including staff meetings and leadership gatherings, ensuring smooth setup, communication, and service delivery.

Team Collaboration & Administration

• Maintain detailed records of all client communications and event specifications.
• Support departmental scheduling, floor plans, and resource allocation.
• Participate in team meetings to review upcoming events and feedback from prior ones.
• Track and monitor billing, deposits, and final payments in collaboration with the Sales Manager and Accounting.

ATTENTION TO DETAIL IN ACTION

Success in this role comes from noticing the details that others might miss and proactively addressing them before they become issues. Examples include:

• Catching a discrepancy between a client's contracted guest count and the final Banquet Event Order before it impacts staffing, food production, or billing.
• Ensuring dietary restrictions, allergies, VIP requests, and special accommodations are clearly communicated to all departments involved in an event.
• Verifying room setups, audiovisual requirements, signage, and event materials are exactly as promised to the client before guests arrive.
• Reviewing Banquet Event Orders for accuracy and confirming that timing, menus, room locations, and service details align across all departments.
• Anticipating potential challenges, such as weather impacts, schedule changes, or last-minute guest requests, and coordinating solutions before they affect the guest experience.
• Following up on outstanding deposits, contracts, and event details to ensure nothing falls through the cracks.
• Noticing when a meeting room setup, table arrangement, or guest-facing detail is not aligned with Chetola's standards and taking immediate action to correct it.
• Maintaining organized records and documentation so that every event can be executed seamlessly, even when multiple departments are involved.

The most successful Conference Services Coordinators are naturally organized, take ownership of details, and understand that exceptional guest experiences are built through thoughtful planning and flawless execution behind the scenes.

ABOUT YOU

• A service-minded professional with a passion for hospitality and event planning.
• Organized, proactive, and skilled at managing multiple priorities at once.
• Excellent communicator who thrives in team environments and builds strong client relationships.
• Calm under pressure and solutions-oriented when challenges arise.

REQUIREMENTS

• Prior experience in event coordination, catering, or hospitality services required.
• Proficiency with event management systems, Microsoft Office, and/or POS systems preferred.
• Strong written and verbal communication skills.
• Availability to work evenings, weekends, and holidays as required by event schedule.

WHY CHETOLA

• Be part of a dynamic, growing team shaping the next era of a beloved mountain resort.
• Contribute meaningfully to weddings, retreats, and milestone events that guests cherish for a lifetime.
• Competitive hourly pay
• Comprehensive benefits offered to full-time eligible employees, including health, dental, vision, supplemental coverage, PTO, and on-property perks
• Work in an inspiring setting where connection, craftsmanship, and care are at the heart of everything we do.