Assistant Conference Room Setup Jobs (NOW HIRING)

About Shanty Creek Resort

Shanty Creek Resort is committed to providing our guests with a unique Up North experience. Our friendly, caring team welcomes guests with exceptional service and genuine hospitality. We believe honest, long-lasting relationships with our guests, employees, neighbors, and surrounding environment allow us to continue growing our business.

About the Role

The Conference Setup Supervisor is responsible for coordinating and overseeing the preparation of conference, banquet, meeting, wedding, and special-event spaces throughout Shanty Creek Resort. This position schedules and supervises the conference setup team while working closely with Conference Services Coordinators and the Conference Services team to ensure event spaces are prepared accurately, safely, and on time.

The Conference Setup Supervisor assists with event diagrams, banquet event orders, audiovisual billing, room cleanliness, and the organization and maintenance of conference décor, equipment, and specialty items. This is a Conference Services position that reports directly to the Director of Conference Services.

Success in this role requires strong organization, attention to detail, communication skills, and the ability to manage multiple events and changing priorities.

Minimum Qualifications

• High school diploma or equivalent.
• Previous experience in hospitality, banquets, conference services, event operations, or a supervisory role.
• Ability to read and follow banquet event orders, room diagrams, and event instructions.
• Strong organizational and time-management skills.
• Basic computer and data-entry skills.
• Ability to communicate professionally with employees, managers, vendors, and guests.
• Ability to work independently and as part of a team.
• Ability to work a flexible schedule based on business and event needs, including evenings, weekends, and holidays.

Preferred Qualifications

• Previous experience supervising an event or banquet setup team.
• Experience working in a resort, hotel, conference center, or banquet environment.
• Familiarity with Maestro or similar property-management or event-billing software.
• Experience creating or reviewing event-room diagrams.
• Knowledge of audiovisual equipment and conference-room setup standards.

Position Duties and ResponsibilitiesConference and Event Operations

• Schedule, direct, and supervise conference and banquet setup employees.
• Assign daily work responsibilities based on the event schedule, banquet event orders, diagrams, and operational needs.
• Ensure conference rooms, banquet spaces, and meeting areas are set up accurately and completed within required timelines.
• Inspect completed event spaces to verify that tables, chairs, linens, audiovisual equipment, décor, and other requested items are positioned correctly.
• Coordinate room changes, last-minute requests, and event transitions with Conference Services Coordinators and Conference Services leadership.
• Assist employees with room setup, teardown, equipment movement, and event preparation as needed.
• Communicate staffing, equipment, maintenance, or scheduling concerns to the Director of Conference Services.

Event Planning Support

• Collaborate with Conference Services Coordinators in constructing and updating event-room diagrams.
• Assist with proofreading banquet event orders to identify errors, inconsistencies, or missing information.
• Review banquet event orders and diagrams with the setup team to ensure event requirements are clearly understood.
• Communicate questions or potential conflicts to the appropriate Conference Services Coordinator before the event.
• Support the coordination of audiovisual equipment, décor, specialty equipment, and event-related requests.

Audiovisual Billing and Administrative Support

• Enter audiovisual invoices and charges into Maestro for each applicable account.
• Verify that audiovisual services and equipment charges are accurately documented.
• Maintain organized records of audiovisual invoices and event-related charges.
• Notify the appropriate manager or Conference Services Coordinator of missing, incomplete, or inconsistent billing information.
• Assist with additional administrative duties related to conference and banquet operations as assigned.

Conference Room Cleanliness and Maintenance

• Monitor the cleanliness and overall condition of conference rooms, meeting spaces, storage areas, and event equipment.
• Ensure conference rooms are clean, organized, and guest-ready before each event.
• Contact Housekeeping, Maintenance, or other appropriate departments when cleaning, repairs, or additional upkeep are required.
• Identify and report damaged furniture, equipment, walls, flooring, lighting, or other facility concerns.
• Ensure event spaces are returned to an orderly condition following each function.

Linen, Skirting, Décor, and Storage Organization

• Maintain the storage room where table skirting, linens, and related conference materials are stored.
• Ensure table skirting is clean, properly stored, and maintained in good condition.
• Arrange for table skirting and other event materials to be cleaned, repaired, or replaced when necessary.
• Maintain the organization and cleanliness of décor storage areas.
• Establish and maintain appropriate storage locations for décor, linens, specialty equipment, and event supplies.
• Monitor inventory levels and communicate replacement or purchasing needs to the Director of Conference Services.
• Ensure storage areas remain accessible, safe, and free from unnecessary clutter.

Specialty Equipment and Wedding Items

• Ensure specialty event items, including wedding arches and decorative structures, are properly maintained and stored.
• Inspect specialty items before and after use for cleanliness, damage, or needed repairs.
• Coordinate necessary cleaning, repair, or maintenance of wedding arches, décor, and other specialty equipment.
• Ensure specialty items are transported, assembled, disassembled, and stored safely.
• Maintain an organized inventory of specialty event items and document their condition as needed.

Team Supervision and Safety

• Train setup employees on event standards, room diagrams, equipment handling, storage procedures, and safety expectations.
• Provide direction, coaching, and ongoing support to conference setup employees.
• Monitor employee performance and communicate attendance, conduct, or performance concerns to the Director of Conference Services.
• Ensure employees follow safe lifting, equipment-handling, ladder-use, and room-setup procedures.
• Confirm that walkways, exits, fire equipment, and emergency-access areas remain clear during event preparation.
• Promote teamwork and professional communication among Conference Services, Banquets, Culinary, Housekeeping, Maintenance, and other resort departments.
• Complete accident, injury, equipment-damage, or safety documentation when required.

Guest Service and Conduct

Every employee is expected to follow Shanty Creek Resort policies, conduct standards, safety requirements, and uniform expectations. Employees are responsible for providing professional and courteous service when interacting with guests, vendors, meeting planners, and coworkers.

The Conference Setup Supervisor must respond to guest and event needs promptly, communicate concerns professionally, and help create a welcoming and well-organized experience for every conference, banquet, wedding, and special event.

Physical Requirements

• Ability to stand and walk for extended periods.
• Ability to frequently bend, reach, push, pull, and carry event materials.
• Ability to lift and move tables, chairs, audiovisual equipment, décor, linens, and other event supplies.
• Ability to lift up to 50 pounds independently and heavier items with assistance or appropriate equipment.
• Ability to safely use carts, ladders, and event-setup equipment.
• Ability to work in conference rooms, banquet spaces, storage rooms, loading areas, and indoor or outdoor event locations.

Work Schedule

This position requires a flexible schedule based on conference, banquet, wedding, and resort business needs. Scheduled hours may include early mornings, evenings, weekends, holidays, and extended shifts during high-volume event periods.

Reporting Relationship

The Conference Setup Supervisor is a member of the Conference Services department and reports directly to the Director of Conference Services.

Additional Responsibilities

The Conference Setup Supervisor may be assigned additional duties, projects, or operational responsibilities as directed by the Director of Conference Services. These assignments may include supporting other Conference Services operations, assisting with resort events, responding to changing business needs, or completing other tasks reasonably related to the position.

This job description is intended to describe the primary duties and responsibilities of the position and is not an exhaustive list of all work that may be assigned.