Pali Conference & Retreat, Inc.

Event Services Coordinator

Job Description

Department: Event Services

Reports To: Director of Conference Sales & Operations

Do you enjoy working in a beautiful place? Are you customer focused and solution oriented? Do you love working with people? Pali Mountain is looking for an Event Services Coordinator to oversee scheduling/logistics and customer experiences for our retreat and conference business.

About Pali Retreat

Nestled in the San Bernardino Mountains between Lake Arrowhead and Big Bear, our 274-acre mountain retreat and conference center is perfect for groups of all types and sizes. Our spacious new dining hall, meeting rooms and cabins can accommodate large groups of up to 700 guests.

Responsibilities

The Event Services Coordinator oversees the scheduling of retreat groups after they are booked. The coordinator gathers information from guests regarding meeting room needs, dietary restrictions, special requests, and other information about the retreat. The coordinator is also in charge of overseeing the billing, scheduling logistics of the retreat weekends specifically cabin and meeting room assignments, activity times, and creation of group itineraries. The coordinator serves as the primary point of contact for clients from booking, greeting, and assisting them through the arrival process.

Essential Functions

• Assists and oversees the coordination and execution of one-day to multi-day events, conferences, and camps.
• Facilitates weekly logistics briefings with the Food & Beverage, Event Services, Maintenance, and Housekeeping departments.
• Answers phone calls and emails servicing clients and provides quality customer service to internal and external clients.
• Updates utilization calendars and other documents as instructed.
• Communicates with vendors, coordinates details, and hosts various vendors during events.
• Adheres to procedures within the department set to establish and maintain customer service standards that are designed to ensure a positive and professional image and generate repeat business.
• Oversees any contract adjustments after signing.
• Reconciles all client accounts prior to the clients' arrival date.
• Provides administrative and logistical support as needed during weekend operations.

The job requires the candidate work in and outside of the office Tuesday - Saturday but will require later hours on Friday during guest's arrival. Typically, hours are Tuesday, Wednesday, Thursday, Saturday 8 AM - 5 PM and Friday 10 AM - 6 PM.

Ideal Candidate:

• Bachelor's degree or equivalent from four-year college/university; 1 - 2 years related experience and/or training; or equivalent combination of education and experience.
• Experience including but not limited to hospitality, guest services, scheduling/logistics, working at a camp or conference center.
• Experience with wedding coordination and special event production is preferred.
• Ability to prioritize multiple tasks in a deadline-driven environment while maintaining a high level of accuracy & professionalism.
• Exceptional customer service skills and customer friendly approach to all situations is a must.
• Ability to be flexible and adaptable in the face of changing priorities and fluctuating workloads.
• Ability to resolve customer complaints and concerns.
• Positive attitude and outlook with a solutions-based focus.
• Strong organizational skills and detailed oriented.
• Proficient with Microsoft Office programs, specifically Excel; familiar with CRMs such as Salesforce and/or HubSpot.
• Excellent telephone courtesy knowledge and experience.
• Strong written and verbal interpersonal communication skills.
• Enjoys working with a team.

Compensation/Benefits

• $16.00 - $18.00 / hr; includes communal housing option
• Full Time Tuesday - Saturday
• Medical/Dental/Vision Insurance after 60 days
• Paid Vacation and Holidays
• Paid Sick Leave

Requirements

Must be 18yrs or older to apply. Experience is a must. Applicant must provide references All applicants must be able to pass a drug screening and background check. Pali Mountain is a drug and alcohol-free workplace as well as an Equal Opportunity Employer.

Pali Perks

Full-Time Employees:

• Free Lunch
• Education Assistance Program
• Matching Contribution Program
• Camper Benefit Program
• Pali has Heart - Get Paid to Volunteer
• Thanksgiving Turkey
• Birthday Bonus
• Anniversary Bonus