Conference Services Coordinator

Conference Services Coordinator

Bartell Hotels is San Diego's largest independent hotel owner-operator with a sharp focus on employees, customers and community. This diverse collection of properties reflects Southern California's natural beauty, love for active lifestyles and exceptional hospitality. Our hotels combine classic and modern design, farm-to-table restaurants and energized bars, three beautiful marinas and the iconic Humphreys Concerts by the Bay entertainment venue.

At Bartell Hotels you will find a team of incredibly friendly people who are committed to exceeding guest expectations every day. The Bartell Hotels culture emphasizes respect, pride, teamwork and development. When you work at Bartell Hotels, you are encouraged to think entrepreneurially, and you are empowered to perform and show leadership in ways that can help advance your career. We often look within to promote deserving colleagues at all levels. Bartell Hotels embraces colleague diversity, inclusion and equity, and is firmly committed to respecting and appreciating each colleague.

Bartell Hotels is an equal opportunity employer.

The primary objective of the Conference Services Coordinator to assist in the organization and clerical duties of the Sales Office by functioning as the central contact for information specific to this department.

Responsibilities

• Politely and professionally answer the telephone and greets clients.
• Maintain an organized professional-looking office environment
• Maintain an accurate and easy-to-use filing system for storing sales documents.
• Create and distribute reports necessary for the department.
• Develop professional sales presentation materials, with guidance and utilizing available resources.
• Respond to inquiries - inbound phone, written, advertising, tradeshows.
• Coordinate all aspects of conference planning, including room setup, catering, audio-visual needs, and guest accommodations
• Prepare and distribute Banquet Event Orders, floor plans, and event documentation to relevant departments
• Serve as the onsite contact during events, ensuring smooth execution and addressing client needs in real time.
• Collaborate with internal teams (sales, catering, housekeeping, AV, front desk) to ensure all event requirements are met.
• Host property tours, familiarizing customers and potential customers with property features, products and services.
• Provide post-event follow-up, including feedback collection and final billing

Other duties may be assigned as needed

Qualifications

• 13 years of experience in hospitality, event planning, or conference services preferred.
• Strong organizational, communication, and customer service skills.
• Ability to multitask and work efficiently under pressure.
• Proficiency with event management software and standard office applications.
• Bachelor's degree in Hospitality, Business, or a related field is preferred but not always required

Physical Demands & Work Environment

While performing the duties of this Job, the employee is regularly required to sit/stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee may be required to climb or balance and stoop, kneel, crouch, or crawl and may be required to lift and/or move up to 20 pounds. The employee must also be able to go up and down a flight of stairs while carrying up to 20 pounds. The employee may be sometimes exposed to outside weather conditions and the noise level is usually moderate.