Event & Registration Coordinator

YMCA Blue Ridge Assembly is hiring for a full-time, year-round event & regitraion coordinator 
Job Description

We are currently seeking Event & Registration Coordinator. Under the guidance of the Vice President of Operations, the Event & Registration Coordinator will be responsible for all aspects of assigned group’s needs during their stay.

  • A bachelor’s degree, preferably in hospitality or business management. Those with degrees in other fields should have at least 1-3 years practical experience in the hospitality industry.
  • Willingness to work a variety of shifts as needed, including mornings, evenings and weekends.
  • Customer service, organization and management skills.
  • Thorough understanding of housing and registration procedures, group contracts, property management systems and Excel spreadsheet software.
  • Professional demeanor and the ability to work well with staff, volunteers and partner organizations.
  • Professional image and strong written and verbal communication skills.
  • Excellent computer skills and proficiency with Microsoft Word, Outlook, Excel and other spreadsheet software.
  • Motivation and commitment to work independently and be self-directed.
  • Ability to work in a fast-paced environment and adapt to change.
  • Outgoing and engaging personality along with the ability to connect with people from a diverse array of backgrounds. We are seeking a dynamic candidate who truly enjoys working with and serving our diverse clientele.
Essential Functions
  • Analyze, compile and strategically organize group housing and rooming assignments with a focus on accuracy, room use optimization and guest satisfaction.
  • Maintain organized and up-to-date guest registration databases and invoicing in Microsoft Excel and assist in the creation of guest name badges and related conference materials.
  • Respond graciously and effectively to guest phone calls and email inquiries.
  • Assist in the daily management and operations of the reception desk, including checking guests in and out; respond to guest inquiries and requests; answer phones; and complete other daily administrative responsibilities.
  • Record and communicate all items related to group billing to the Business Services Manager for accuracy of invoices.
  • Coordinate the online guest registration process
  • Secure and confirm all details for Groups you will be working with, by staying in communication with group leadership beginning at 90 days prior to group arrival.  Communication will be done by e-mail and phone.
  • Confirm that all contracted groups are informed of the assembly’s program, meal, and meeting opportunities and promote appropriate services.
  • Enter all Event details in hospitality software, generating weekly reports for all departments’ heads.  Make sure all updates and changes are communicated.
  • Establish and maintain professional relationships with conference leaders and departments’ heads of the Assembly and serve as a liaison between the two.
  • Assist in the daily management and operations of the reception desk, including checking guests in and out, responding to guest inquiries and requests, answering the phones and other daily administrative responsibilities.
  • Be available to meet with group leaders in person when they arrive as much as possible, helping troubleshoot when needed.

Compensation and Benefits

  • Salary dependent upon qualifications and experience.
  • Eligible for YMCA Retirement Fund after two years: YMCA Blue Ridge contributes an amount equal to 12% of gross pay to the fund at no cost and without any matching requirement.
  • Free meals in our dining facilities whenever conference groups are being served.
  • Free family membership to the Y of WNC, after a 90-day review period.
  • Health insurance, dental, vision, LTD/STD, and life insurance. Offered after a 90-day review period.
  • Eligible for Paid Time Off (23 days).