Conference Services Coordinator

Job description:

Company Overview
InterContinental at Doral Miami is a vibrant hotel property that offers exceptional hospitality experiences to guests from around the world. As part of a renowned global brand, we are committed to delivering outstanding service and memorable events in our state-of-the-art facilities.

Overview
We are seeking a dynamic and detail-oriented Conference Services Coordinator to join our team. The Conference Services Coordinator is responsible for organizing, detailing, and ensuring the seamless execution of meetings, conferences, and events. This role serves as the primary liaison between the client and the hotel’s operations team once the event is contracted. The position supports the Sales and Catering teams by preparing Banquet Event Orders (BEOs), managing event details and diagrams, and coordinating small- to mid-scale events.

At InterContinental Hotels & Resorts, we look for people who are charming, confident, and internationally minded people who understand what it takes to exceed guest expectations.

Duties and Responsibilities

· Act as the primary point of contact for the client once the event is booked and handed over from Sales

· Meet with clients to understand event objectives, schedules, and special requirements

· Plan room setups, seating styles, staging, diagrams, and signage

· Prepare and distribute detailed Banquet Event Orders (BEOs), function sheets, and revisions for all departments

· Collaborate with the Sales team to finalize menus, coffee breaks, banquet timing, and event flow

· Manage event budgets, billing details, banquet checks, and contract inclusions

· Distribute daily and weekly BEO packets and ensure timely communication with all operational departments

· Communicate clearly and effectively with Sales, Banquets, Culinary, IT/AV, Front Office, Housekeeping, and Engineering

· Coordinate logistics with Banquets, Housekeeping, Front Desk, and Engineering teams

· Be on-site during events to introduce the Banquet Manager or Banquet Captain and support event execution

· Maintain a calm, professional presence and keep clients informed, especially when plans change

· Assist the Sales and Catering team with trade shows and the preparation and distribution of sales collateral

· Assist the Director of Sales & Marketing in creating sales collateral and tools to support revenue generation

· Participate in weekly sales strategy meetings, pre-convention meetings, training sessions, and other sales-related meetings as required

· Perform other duties as assigned

Accountability

Responsible for achieving Sales and Catering administrative goals, completing assigned tasks, and preparing and presenting weekly and monthly reports to the Director of Sales & Marketing.

Qualifications and Requirements

· 1–2 years of experience in hotel operations, event planning, catering, or conference services

· Familiarity with hotel departments including Sales, Catering, Banquets, Culinary, Restaurant, and Front Office

· Experience coordinating meetings, conferences, or corporate events

· Strong written and verbal communication skills with excellent organizational and presentation abilities

· Ability to manage multiple tasks in a fast-paced environment with a proactive and creative approach

· Guest-service oriented with strong attention to detail

· Bilingual English/Spanish preferred

· Flexibility to work evenings, weekends, and holidays as required

· Proficient in OPERA and Delphi; skilled in Microsoft Word, Outlook, and Excel

Join us as a Conference Services Coordinator to bring your passion for hospitality to life! Your energy, professionalism, and dedication will help craft unforgettable events that leave lasting impressions. We’re excited to support your growth in a role where every detail counts!

We verify eligibility to work in the USA. InterContinental at Doral is a drug-free workplace.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Language:

• Spanish (Required)