Convention Services Coordinator
Visit Hershey & Harrisburg, Hershey, PA, United States
Join the team at Hershey Lodge, an award‑winning resort best known for being warm, welcoming, and distinctly Hershey. Offering 665 guest rooms and 100,000 square feet of function space, Hershey Lodge provides convenience and comfort for families and guests of all ages. We hope you'll enjoy the sweet hospitality and iconic chocolate details around every corner.
This Position is responsible for administrative and event support to the convention services department of the Hershey Lodge.
As a Full‑Time Team Member, you will enjoy sweet perks like free admission to Hersheypark, discounts, and more as soon as you receive your employee ID! Your total compensation consists not only of the wage that you are paid, but also includes medical, dental, and vision coverage beginning the first day of the next month after you begin working, 401K contribution, paid time off, and so much more!
Job Duties
Coordinate and distribute event information in order to assist convention services team with planning and execution of events. Review all paperwork to ensure completion and accuracy.*
Compile and distribute client resumes with appropriate timing in order to maintain a consistent and reliable process for organizing and executing events. Ensure all information is shared with appropriate team members and departments.*
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 convention 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 event, to ensure that space is properly set up in accordance with the BEO. As needed, 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 CRM system.*
Assist convention services team with detailing both on‑site and off‑site events, as assigned. 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, but not limited to, 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
18 years of age or older.
Minimum of 2 years of related experience.
Industry experience – hospitality/tourism, food & beverage.
Minimum of 1 year supervisory experience.
Completion of high school or GED.
Post‑employment: must obtain RAMP certification.
Knowledge, Skills, and Abilities
Proficient working with details on a daily basis for prolonged periods of time.
Must be able to work a flexible schedule, which includes some weekends and holidays.
Skilled in the use of Google Suite and Microsoft Office applications, including Excel and Word.
Familiarity with event management software, particularly Delphi.
Must be friendly, team‑oriented, and customer‑focused.
Job Demands
Reaching Forward – occasional.
Climbing stairs – frequent (34‑66% of time).
Lifting – occasional (up to 34% of time) with a maximum weight limit.
Reaching Overhead – occasional.
Finger dexterity – frequent (34‑66% of time).
Hand/eye coordination – frequent (34‑66% of time).
Stooping – occasional; bending – occasional.
Sitting – frequent (34‑66% of time).
Standing – occasional.
Walking – frequent (34‑66% of time).
Requires a good sense of vision, either corrected or uncorrected, and the visual ability to operate moving equipment such as cars, trucks, golf carts, etc.
Requires the visual ability to perform detailed work at close distances (computer screens, accounting ledgers, measurement devices).
Regularly requires verbal communication of detailed information to others either by phone or in person.
Substantial repetitive motion of wrists, hands, and/or fingers.
Subject to environmental conditions, with activities occurring both inside and outside.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Hershey Entertainment and Resorts is an Equal Opportunity Employer.
#J-18808-Ljbffr
This Position is responsible for administrative and event support to the convention services department of the Hershey Lodge.
As a Full‑Time Team Member, you will enjoy sweet perks like free admission to Hersheypark, discounts, and more as soon as you receive your employee ID! Your total compensation consists not only of the wage that you are paid, but also includes medical, dental, and vision coverage beginning the first day of the next month after you begin working, 401K contribution, paid time off, and so much more!
Job Duties
Coordinate and distribute event information in order to assist convention services team with planning and execution of events. Review all paperwork to ensure completion and accuracy.*
Compile and distribute client resumes with appropriate timing in order to maintain a consistent and reliable process for organizing and executing events. Ensure all information is shared with appropriate team members and departments.*
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 convention 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 event, to ensure that space is properly set up in accordance with the BEO. As needed, 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 CRM system.*
Assist convention services team with detailing both on‑site and off‑site events, as assigned. 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, but not limited to, 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
18 years of age or older.
Minimum of 2 years of related experience.
Industry experience – hospitality/tourism, food & beverage.
Minimum of 1 year supervisory experience.
Completion of high school or GED.
Post‑employment: must obtain RAMP certification.
Knowledge, Skills, and Abilities
Proficient working with details on a daily basis for prolonged periods of time.
Must be able to work a flexible schedule, which includes some weekends and holidays.
Skilled in the use of Google Suite and Microsoft Office applications, including Excel and Word.
Familiarity with event management software, particularly Delphi.
Must be friendly, team‑oriented, and customer‑focused.
Job Demands
Reaching Forward – occasional.
Climbing stairs – frequent (34‑66% of time).
Lifting – occasional (up to 34% of time) with a maximum weight limit.
Reaching Overhead – occasional.
Finger dexterity – frequent (34‑66% of time).
Hand/eye coordination – frequent (34‑66% of time).
Stooping – occasional; bending – occasional.
Sitting – frequent (34‑66% of time).
Standing – occasional.
Walking – frequent (34‑66% of time).
Requires a good sense of vision, either corrected or uncorrected, and the visual ability to operate moving equipment such as cars, trucks, golf carts, etc.
Requires the visual ability to perform detailed work at close distances (computer screens, accounting ledgers, measurement devices).
Regularly requires verbal communication of detailed information to others either by phone or in person.
Substantial repetitive motion of wrists, hands, and/or fingers.
Subject to environmental conditions, with activities occurring both inside and outside.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Hershey Entertainment and Resorts is an Equal Opportunity Employer.
#J-18808-Ljbffr