POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, Estes Park Center, which operates a mission-based family and group conference and retreat center serving more than 225,000 guests annually. The Conference Coordinator is primarily responsible for assisting conference groups, family reunions, and internal groups by providing information, knowledge and logistical support 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. YMCA of the Rockies staff are key players in helping cultivate an environment of healthy living, youth development, and community impact on our breathtaking properties outside Rocky Mountain National Park. This is a place where nature inspires and staff lead with heart. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests and staff. The work each staff member does matters. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other.

ESSENTIAL FUNCTIONS:

• Exhibit strong interpersonal skills through clear, professional and friendly interactions (verbal and written on the phone, in email, or in person), timely and accurate follow through on requests, and resolves problematic guest situations professionally with guest satisfaction as a goal
• Develop proficiency in reservations systems and room block systems.  Ability to learn our property management system and sales and events software, Microsoft Word, Excel, and our key making system, to manage workload, correspondence, and perform operational prep work.
• Ability to enter data in the booking system correctly and efficiently.
• Participate in meetings and team goals as required.
• Possess excellent multitasking skills and time management.
• Possess strong math aptitude skills.
• Responsible for all conference groups assigned and accountable for the accuracy of information gathered and entered into our property management and sales & events systems for reporting and billing purposes. This includes but is not limited to aspects of lodging, meals, meeting spaces set-ups, AV and catering.
• Be the liaison between various departments to facilitate group needs/requests, promoting cooperative collaboration at all times to ensure a high-quality experience for both staff and guests.
• Quality checks for billing accuracy prior to arrival. Transfers/balances folios in hotel key, sends tentative invoice 30 days prior to arrival. And assist with processing payments as needed.
• Interprets policies and procedures for internal and external groups, enforcing those contractual policies outlined in contract agreements
• Must work well with frequent interruptions in a busy office environment, developing an effective organizational system to pick up where you left of and prioritize the importance of tasks.
• Ability to train other staff in project room and our new coordinators, along with our International Trainees.
• Ability to manage staff in the project room and guide them when they need assistance.
• Maintain high level of knowledge of services and facilities available at the Estes Park Center and lead site tours to help build new business.
• Checks in with groups while on grounds, ensuring that all is satisfactory.
• Up-sell Audio Visual equipment and other equipment that we offer to groups.
• Debrief group leaders upon departure, making important notations to improve the next conference/event.

REQUIREMENTS/QUALIFICATIONS:

• Bilingual (English/Spanish) a plus.
• Develop a comprehensive knowledge of Estes Park Center facilities and departments.
• Develop proficiency in reservations systems and room block systems.
• Daily filing of contracts, booking confirmations and other group materials
• Basic understanding of computers although preferable to be tech savvy.
• Assists groups as necessary when their assigned coordinator is not working or available.
• Demonstrates impeccable guest relations abilities, identifying opportunities to provide “Wow” service that will exceed expectations.

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.
• Possess and demonstrate excellent customer service skills; for example, 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.
• Attend required abuse risk management training and report suspicious or inappropriate behaviors and policy violations.
• Commitment to diversity, equity, inclusion and antiracism is required.
• Must meet acceptable criminal background check standards.
• Must be available to work a varied schedule comprised of evenings, weekends and holidays.
• Must be willing to help other departments as needed: CSS, Catering, Housekeeping, or any other department that needs assistance.
• All other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

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

• Sit and stand, get up and down frequently, and walk around during a work shift. 
• Lift up to 25 pounds from time to time.

 

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