Visit Hershey & Harrisburg
Conference Services Coordinator
Visit Hershey & Harrisburg, Hershey, Pennsylvania, United States, 17033
Conference Services Coordinator
Join to apply for the
Conference Services Coordinator
role at
Visit Hershey & Harrisburg .
Join the team at The Hotel Hershey, a luxury resort best known for its refined elegance, signature services, and abundant amenities. The Hotel Hershey is situated high atop the town of Hershey and has 326 guest rooms, including 19 Villas with 98 luxury sleeping rooms, as well as 25,000 square feet of meeting and function space. The 1930's hotel is a Historic Hotel of America and a AAA Four‑Diamond Award winner.
The Conference Services Coordinator is responsible for administrative and event support to the Conference Services Department of The Hotel Hershey.
As a Full‑Time Team Member, you will enjoy sweet perks such as FREE admission to Hersheypark, discounts, and more as soon as you receive your Employee ID! Your total compensation includes medical, dental, and vision coverage beginning the first day of the next month after you begin working, a 401(k) contribution, paid time off, and so much more.
Job Duties
Coordinate and distribute event information to assist the conference services team with planning and execution of events. Review all paperwork to ensure completion and accuracy.
Compile and distribute client resumes with appropriate timing to maintain a consistent and reliable process for organizing and executing events.
Maintain and update all event order changes and ensure the Master book is always current. Email daily change sheet to appropriate departments.
Handle administrative duties in support of conference services: process purchase orders, submit VIP amenity requests, and handle guest shipping. Coordinate delivery and pickup of goods and services for events.
Greet on‑site clients and inspect meeting space before the start of the event to ensure space is properly set up in accordance with the BEO. Arrange for corrections and adjustments to meet client needs.
Collect and input final counts for events, coordinate billing and logistics, and update event information in the CRM system.
Assist conference services team with detailing both on‑site and off‑site events, obtain function details, guarantee counts, and collect payment. Coordinate events on day‑of‑event to ensure fulfillment of client orders.
Conduct follow‑up correspondence with clients, including surveys, memos, thank‑you letters, and evaluation forms. Gather and distribute feedback as needed.
Attend all applicable department meetings to gather and distribute necessary information to all stakeholders.
Perform other duties as assigned.
Qualifications
Minimum of 2 years of related experience.
Experience in hospitality, tourism, food & beverage, or related fields.
Minimum of 1 year supervisory experience.
18 years of age or older.
Completion of high school or GED.
Knowledge, Skills, and Abilities
Proficient working with details on a daily basis for prolonged periods of time.
Proficient with Google Apps, especially Gmail.
Friendly, team‑oriented, and customer focused.
Skilled in Microsoft Office applications, including Excel and Word.
Familiarity with event management software.
Job Demands
Reaching forward – occasional.
Climbing stairs – frequent (34–66%).
Lifting – occasional ( Reaching overhead – occasional.
Finger dexterity – frequent (34–66%).
Hand‑eye coordination – frequent (34–66%).
Stooping – occasional.
Bending – occasional.
Sitting – frequent (34–66%).
Standing – occasional.
Walking – frequent (34–66%).
Good visual acuity (corrected or uncorrected) to operate moving equipment such as a car, truck, or golf cart.
Visual ability to perform detailed work at close distances (computer screens, accounting ledgers, measurement devices).
Verbal communication of detailed information to others by phone or in person.
Must be able to speak and read the English language.
Substantial repetitive motion of wrists, hands, and/or fingers.
Work in varied environmental conditions, both indoors and outdoors.
Must be able to work a flexible schedule, including weekends and holidays.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this role at any time.
Hershey Entertainment and Resorts is an Equal Opportunity Employer.
Seniority Level Entry level
Employment Type Full‑time
Job Function Management and Manufacturing
Industry Hospitality
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Conference Services Coordinator
role at
Visit Hershey & Harrisburg .
Join the team at The Hotel Hershey, a luxury resort best known for its refined elegance, signature services, and abundant amenities. The Hotel Hershey is situated high atop the town of Hershey and has 326 guest rooms, including 19 Villas with 98 luxury sleeping rooms, as well as 25,000 square feet of meeting and function space. The 1930's hotel is a Historic Hotel of America and a AAA Four‑Diamond Award winner.
The Conference Services Coordinator is responsible for administrative and event support to the Conference Services Department of The Hotel Hershey.
As a Full‑Time Team Member, you will enjoy sweet perks such as FREE admission to Hersheypark, discounts, and more as soon as you receive your Employee ID! Your total compensation includes medical, dental, and vision coverage beginning the first day of the next month after you begin working, a 401(k) contribution, paid time off, and so much more.
Job Duties
Coordinate and distribute event information to assist the conference services team with planning and execution of events. Review all paperwork to ensure completion and accuracy.
Compile and distribute client resumes with appropriate timing to maintain a consistent and reliable process for organizing and executing events.
Maintain and update all event order changes and ensure the Master book is always current. Email daily change sheet to appropriate departments.
Handle administrative duties in support of conference services: process purchase orders, submit VIP amenity requests, and handle guest shipping. Coordinate delivery and pickup of goods and services for events.
Greet on‑site clients and inspect meeting space before the start of the event to ensure space is properly set up in accordance with the BEO. Arrange for corrections and adjustments to meet client needs.
Collect and input final counts for events, coordinate billing and logistics, and update event information in the CRM system.
Assist conference services team with detailing both on‑site and off‑site events, obtain function details, guarantee counts, and collect payment. Coordinate events on day‑of‑event to ensure fulfillment of client orders.
Conduct follow‑up correspondence with clients, including surveys, memos, thank‑you letters, and evaluation forms. Gather and distribute feedback as needed.
Attend all applicable department meetings to gather and distribute necessary information to all stakeholders.
Perform other duties as assigned.
Qualifications
Minimum of 2 years of related experience.
Experience in hospitality, tourism, food & beverage, or related fields.
Minimum of 1 year supervisory experience.
18 years of age or older.
Completion of high school or GED.
Knowledge, Skills, and Abilities
Proficient working with details on a daily basis for prolonged periods of time.
Proficient with Google Apps, especially Gmail.
Friendly, team‑oriented, and customer focused.
Skilled in Microsoft Office applications, including Excel and Word.
Familiarity with event management software.
Job Demands
Reaching forward – occasional.
Climbing stairs – frequent (34–66%).
Lifting – occasional ( Reaching overhead – occasional.
Finger dexterity – frequent (34–66%).
Hand‑eye coordination – frequent (34–66%).
Stooping – occasional.
Bending – occasional.
Sitting – frequent (34–66%).
Standing – occasional.
Walking – frequent (34–66%).
Good visual acuity (corrected or uncorrected) to operate moving equipment such as a car, truck, or golf cart.
Visual ability to perform detailed work at close distances (computer screens, accounting ledgers, measurement devices).
Verbal communication of detailed information to others by phone or in person.
Must be able to speak and read the English language.
Substantial repetitive motion of wrists, hands, and/or fingers.
Work in varied environmental conditions, both indoors and outdoors.
Must be able to work a flexible schedule, including weekends and holidays.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this role at any time.
Hershey Entertainment and Resorts is an Equal Opportunity Employer.
Seniority Level Entry level
Employment Type Full‑time
Job Function Management and Manufacturing
Industry Hospitality
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