Conference Manager Jobs (NOW HIRING)

POSITION SUMMARY:
This position supports the work of the YMCA of the Rockies, Snow Mountain Ranch, which operates a mission-based family and group conference and retreat center, and a residential camp, serving more than 50,000 annually. The Conference Coordinator is primarily responsible for assisting conference and family reunion groups by providing information, knowledge, and 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 a 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:

• Assist group leaders with pre-conference planning, managing groups according to contract, and post-conference evaluation.
• Work effectively with Food Service staff to ensure group meal counts are accurate and coordinate catering and refreshment requests for assigned groups.
• Learn to navigate and effectively use the property and conference management systems so that staff are prepared to meet the group’s needs upon arrival and during their stay.
• Accurately update and prepare invoices for groups/guests, assist with taking payments, and troubleshoot billing issues.
• Assume managerial responsibility and delegate authority to co-workers when director-level management is absent.
• Typical work week will include two evening shifts (3-11:30 pm) and three split shifts (12-8:30 pm). Schedule may vary depending on vacation schedules and sick days.
• Provide emergency backup coverage for the Night Audit shift when operationally necessary.
• Assist Conference seasonal staff and international interns with administrative tasks that include the creation of the weekly preconference spreadsheet, group packets, arrival reports, and group dashboard.
• Work with conference and guest registration staff to perform all tasks on the conference's daily checklist and check groups and guests in and out.
• Act as a tactful liaison between group leaders, Conference staff, and other departments.
• Working closely with the Assistant Guest Registration Director and the Assistant Conference Director, create and follow plans and training schedules for new Front Desk and Conference staff.
• Assist with training of Front Desk and Conference staff as scheduled.
• Assist with creation of SOPs for the new Agilysys Sales and Catering and Property Management Systems as the systems go live.
• During assigned evening shifts, work closely with the evening seasonal staff to complete or supervise completion of an audit that includes, but is not limited to, counting cash boxes, handling large sums of revenue, and making nightly deposits.
• Confirm the accuracy of the income that has been deposited and run end-of-day reports.Process petty cash and payroll advance requests.
• Assist in answering and routing calls that come in through the switchboard, including emergency calls, and follow up as appropriate.
• With assistance from the Front Desk, monitor and provide appropriate response to fire panel trouble and fire alarms, and Thorguard lightning alert system.
• Coordinate and lead occasional group leader tours of the property.
• Work with guests to resolve any issues that arise.
• Attend scheduled pre-conference and staff meetings.
• 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.

REQUIREMENTS/QUALIFICATIONS:

• An associate or bachelor’s degree in business, hotel management or related field or a minimum of one-year experience in the resort industry, public relations, sales or a related field.
• Ability to work flexible days including weekends, holidays and evenings.
• Should be able to lift up to 30 pounds.
• Demonstrate ability to speak, read and write fluently in English.

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 of risk management training and report suspicious or inappropriate behaviors and policy violations. 
• Commitment to diversity, equity, inclusion, and antiracism is required. 
• Support organizational environmental sustainability goals through regular and effective collaboration and communication with sustainability leadership. 
• Must meet acceptable criminal background check standards. 
• 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. 

• Administrative tasks will primarily be carried out in a fast-paced office environment; the office is extremely busy with many distractions.
• Position requires the ability to occasionally assist with moving and setting up tables, chairs and A/V equipment.
• Ability to sit and stand, get up and down frequently, and walk around during a work shift.
• May need to sit or stand at a computer station for extended periods of time.

• 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 and golf passes to nearby resorts & courses
• Free or discounted gear rentals for outdoor adventures
• View all YMCA of the Rockies employee perks by visiting here.