Convention Services Coordinator
Hershey Entertainment & Resorts Company, 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 Hershey Lodge.
As a full‑time team member, you will enjoy sweet perks such as free admission to Hersheypark, discounts, and more immediately upon receiving your Employee ID. Your total compensation includes wage, medical, dental, and vision coverage beginning the first day of the next month, 401(k) contribution, paid time off, and additional benefits.
Job Duties
Coordinate and distribute event information to assist the convention services team with planning and execution of events. Review all paperwork to ensure completion and accuracy.
Compile and distribute client information with appropriate timing to maintain a consistent and reliable process for organizing events. Ensure all information is shared with relevant team members and departments.
Maintain and update all event order changes and ensure the master book is always current. Email the daily change sheet to appropriate departments.
Handle administrative duties in support of convention services: process purchase orders, submit VIP amenity requests, handle guest shipping, and coordinate delivery and pickup of goods and services for events.
Greet on‑site clients and inspect meeting space before the start of each event, ensuring the space is properly set up in accordance with the BEO. Arrange corrections and adjustments as needed.
Collect and input final counts for events, coordinate billing and logistics, and update event information in the CRM system.
Assist the convention services team with detailing both on‑site and off‑site events, including obtaining function details, guarantee counts, collecting payment, and coordinating day‑of event 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
18 years of age or older.
Minimum of 2 years of related experience.
Industry experience in hospitality/tourism or food & beverage.
Minimum of 1 year supervisory experience.
High school diploma or GED.
Require completion of RAMP certification after employment.
Knowledge, Skills, and Abilities
Proficient at working with details on a daily basis for prolonged periods.
Able to work a flexible schedule that includes some weekends and holidays.
Skilled in Google Suite and Microsoft Office applications, including Excel and Word.
Familiarity with event management software, particularly Delphi.
Friendly, team‑oriented, and customer‑focused.
Job Demands
Reaching forward occasionally.
Climbing stairs frequently (34–66% of the time, up to 5 ft).
Lifting occasionally ( Reaching overhead occasionally.
Finger dexterity frequently (34–66% of the time).
Hand‑eye coordination frequently (34–66% of the time).
Stooping occasionally.
Bending occasionally.
Sitting frequently (34–66% of the time).
Standing occasionally.
Walking frequently (34–66% of the time).
Good visual acuity, with or without correction, sufficient to operate moving equipment such as cars, trucks, golf carts, etc.
Visual ability to perform detailed work at close distances, such as on computer screens or accounting ledgers.
Verbal communication skills to provide detailed information to others by phone or in person.
Substantial repetitive motion of wrists, hands, and fingers.
Work in various environmental conditions, both indoors and outdoors.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities at any time.
Hershey Entertainment and Resorts is an Equal Opportunity Employer. Applicants are required to be notified of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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This position is responsible for administrative and event support to the convention services department of Hershey Lodge.
As a full‑time team member, you will enjoy sweet perks such as free admission to Hersheypark, discounts, and more immediately upon receiving your Employee ID. Your total compensation includes wage, medical, dental, and vision coverage beginning the first day of the next month, 401(k) contribution, paid time off, and additional benefits.
Job Duties
Coordinate and distribute event information to assist the convention services team with planning and execution of events. Review all paperwork to ensure completion and accuracy.
Compile and distribute client information with appropriate timing to maintain a consistent and reliable process for organizing events. Ensure all information is shared with relevant team members and departments.
Maintain and update all event order changes and ensure the master book is always current. Email the daily change sheet to appropriate departments.
Handle administrative duties in support of convention services: process purchase orders, submit VIP amenity requests, handle guest shipping, and coordinate delivery and pickup of goods and services for events.
Greet on‑site clients and inspect meeting space before the start of each event, ensuring the space is properly set up in accordance with the BEO. Arrange corrections and adjustments as needed.
Collect and input final counts for events, coordinate billing and logistics, and update event information in the CRM system.
Assist the convention services team with detailing both on‑site and off‑site events, including obtaining function details, guarantee counts, collecting payment, and coordinating day‑of event 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
18 years of age or older.
Minimum of 2 years of related experience.
Industry experience in hospitality/tourism or food & beverage.
Minimum of 1 year supervisory experience.
High school diploma or GED.
Require completion of RAMP certification after employment.
Knowledge, Skills, and Abilities
Proficient at working with details on a daily basis for prolonged periods.
Able to work a flexible schedule that includes some weekends and holidays.
Skilled in Google Suite and Microsoft Office applications, including Excel and Word.
Familiarity with event management software, particularly Delphi.
Friendly, team‑oriented, and customer‑focused.
Job Demands
Reaching forward occasionally.
Climbing stairs frequently (34–66% of the time, up to 5 ft).
Lifting occasionally ( Reaching overhead occasionally.
Finger dexterity frequently (34–66% of the time).
Hand‑eye coordination frequently (34–66% of the time).
Stooping occasionally.
Bending occasionally.
Sitting frequently (34–66% of the time).
Standing occasionally.
Walking frequently (34–66% of the time).
Good visual acuity, with or without correction, sufficient to operate moving equipment such as cars, trucks, golf carts, etc.
Visual ability to perform detailed work at close distances, such as on computer screens or accounting ledgers.
Verbal communication skills to provide detailed information to others by phone or in person.
Substantial repetitive motion of wrists, hands, and fingers.
Work in various environmental conditions, both indoors and outdoors.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities at any time.
Hershey Entertainment and Resorts is an Equal Opportunity Employer. Applicants are required to be notified of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr