Conference Coordinator-FT

Lake Junaluska Mission Statement

The mission of Lake Junaluska is to be a place of Christian hospitality where lives are transformed through renewal of soul, mind and body.

Located in the Smoky Mountains of Western North Carolina, Lake Junaluska plays a vital role by providing a location for training and renewal.

Each year Lake Junaluska will host over 200,000 guests who are engaged in spiritual training, recreation or renewal events and activities.

Our guests include religious, non-profit and secular groups. We are also a residential and vacation community.

Essential Functions

• Must possess excellent hospitality skills and a strong desire to foster an attitude of Christian hospitality to “exceed guest expectations”.

• Reserve conference rooms and coordinate services for groups and organizations holding meetings, conventions and other events at Lake Junaluska, to include:

  • Organizing banquet or catering services

  • Reserve AV Equipment

  • Coordinate event space configuration changes, including communicating updates across operational departments

• Responsible for creating the Banquet Event Orders (BEOs) and meticulously document all event needs with an emphasis on communicating time sensitive changes to all support staff.

• Must assure all operational staff members are informed well in advance of the needs, demands, goals and general details of an event/conference so that support staff can extend the best possible guest experience/Christian hospitality.

• Responsible for educating, directing and guiding meeting planners through the planning process to ascertain the goals, and needs of the proposed meeting, in order to facilitate a smooth and flawless conference and/or event for the event planner, and operation support departments providing services.

• Responsible for organizing pre and post event meetings with groups and all supportive materials as needed.

• Be available to groups on property and proactively find ways to exceed expectations while maximizing overall yield for Lake Junaluska.

• The standard schedule for this position is Sunday through Thursday.

• Conference coordinators are expected to be available to welcome groups, conduct site visits of meeting spaces, and provide on-site event support, including on weekends as business needs require.

• During busy periods, there may be times when a Saturday on-call coordinator is needed. When that occurs, the schedule can be adjusted with a weekday off.

• Responsible for ordering VIP amenities upon request for meeting planners.

• Responsible for providing support to Group Sales Managers with monitoring payment(s) and room block pick-up.

• Responsible for creating estimated bills and collection of payment before groups arrive as well as billing for final payment as needed for revised charges.

• Serve as liaison between groups utilizing Lake Junaluska facilities with the Front Desk, Reservations and Marketing Staff.

• Attend all calendar meetings and provide needed support materials to operational staff.

• Comply with all safety policies, practices and procedures and report any unsafe activities or conditions immediately to supervisor and/or the Human Resources department.

• Perform other duties and responsibilities as assigned and required.