POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, which operates a mission-based family and group conference and retreat center, serving more than 225,000 annually. The Special Events Sales & Venue Coordinator is responsible for using YMCA of the Rockies’s established sales systems and practices organizing aspects of an event including weddings and group events, and generating significant and measurable revenue from weddings at Estes Park Center (EPC). This position will take tours, assist groups with logistics behind event planning from audio/visual needs, meeting room setup needs, catering, and much more.  This position is the liaison between the guest and other departments to set up a wedding or special event and will enter all information into the proper software for catering and billing purposes.  This position will work closely with catering staff, food service, and other departments to ensure excellent results for the guest.  In addition, this position will assist guests in conference groups and family reunions by providing information, assistance, and knowledge to ensure all conference services are delivered in a timely, efficient, professional, and ethical manner.

OUR MISSION AND CULTURE: 

We firmly believe in our mission of putting Christian principles into practice through programs, staff, and facilities in an environment that builds healthy spirit, mind, and body for all. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests, and staff. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other.

ESSENTIAL FUNCTIONS:

• Systematically maintain top accounts assigned for given market segment, building relationships with group customers and cultivating the wedding market segment and handling all wedding leads, site visits & contracting.
• Negotiate terms of group contracts in order to close business deals, including authority to negotiate rates and services within normal parameters of the Association’s sales guidelines.
• Develop and work through quarterly sales action plans, including maintenance of prospective and quoted business that requires follow-through.
• Must be able to manage multiple deadlines and multiple priorities simultaneously while maintaining detailed records of correspondence and actions.
• Prepare letters, correspondence, and formal proposals for clients.
• Participate in sales meetings and team sales goals as required.
• Review and sign for mailing any booking confirmations or contracts.
• Possess excellent telephone/communication, and multitasking skills
• Possess strong math aptitude skills.
• Assist couples with pre-wedding planning, billing arrangements, process banquet event orders, manage wedding according to contracts, and post-wedding evaluation.
• Work closely with Conference Director to hire, train, and evaluate the performance of the Assistant Special Events Venue Coordinator; coordinate duties and schedule for staff tasked to assist in weddings and special events.
• Act as the liaison between various departments needed to implement wedding and special events
• Manage, update and track all details of the event using shared software with the sales, catering, conference, and billing teams. This includes but is not limited to the arrangement of site tours, ceremony & reception venues, lodging, meals, and billing.
• Actively support and develop Special Event and Conference efficiencies and opportunities.
• Assist Guest Registration in answering special event and wedding questions.
• Work closely with and support all aspects of the Conference Department areas.
• Be present at all Weddings, and Special Events to manage details and execution.
• Have highly developed interpersonal and professional skills along with emotional intelligence.
• Build relationships with guests, colleagues, and vendors.
• Become proficient in operation of resort management computer software, radio and other office equipment.
• Ensure accuracy of online wedding presence in coordination with marketing.
• Possess a valid, USA state-issued driver’s license, an acceptable driving record, and comply with YMCA driving rules to be approved to operate YMCA vehicles
• Ability to work independently is a must.
• Ability to work a flexible schedule including evenings, weekends and holidays.

REQUIREMENTS/QUALIFICATIONS:

• At least one year’s experience in the Hospitality field.
• Become an active member of Estes Park Wedding Association.
• Be 21 years of age and have at least 2 years of driving experience.
• Works well with frequent interruptions in a busy office environment.
• Ability to fluently speak, read and write in English.
• Be able to work varied work schedules consisting of evenings, weekends, and holidays.

GENERAL YMCA OF THE ROCKIES REQUIREMENTS:

• Uphold and reflect the YMCA core values of Caring, Honesty, Respect, Responsibility, and Faith in all functions
• Uphold the YMCA of the Rockies Mission, policies, and programs.
• Commitment to diversity, equity, inclusion, and anti-racism is required
• Possess and demonstrate excellent customer service skills; friendly, personable, helpful, patient, and professional.
• Support the YMCA of the Rockies safety program. Promote safe work practices and a safe environment for guests, members, and staff.
• Promote a cooperative, positive, and flexible atmosphere while working with others in a diverse community.
• Must meet acceptable criminal background check standards.
• Bilingual English/Spanish is a plus.
• All other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully. 

• Must be able to regularly lift to 30 pounds
• Must be able to move about the property as needed
• Ability to operate in a fast-paced environment
• Ability to stay in one location for long periods

Note: Employees are held accountable for all duties of this job.

COMPENSATION PACKAGE & EMPLOYEE PERKS:

• Health, dental, and life insurance
• Generous PTO/Vacation
• Participation in YMCA Retirement Fund (an additional 12% contribution by YMCA after 2 years employment)
• Employer owned rental housing may be available nearby - Contact Human Resources for more information
• YMCA of the Rockies membership
• Discounted childcare, summer day camp, and summer overnight camp
• Discounted nights at YMCA of the Rockies lodges for friends & family
• Ski passes to nearby resorts
• Free or discounted gear rentals for outdoor adventures
• View all YMCA of the Rockies employee perks by visiting here