Conference Planning Coordinator

Who We Are

At Q Center we create exceptional experiences through seamless execution operational excellence and a commitment to service. As a full-service conference and event destination our success depends on strong teamwork detailed planning and clear communication across departments.

Behind every successful meeting is a team that keeps the details organized the logistics moving and the client experience consistent. Our Conference Planning team works closely with Sales Food & Beverage Guest Services and other operational departments to ensure every program runs smoothly.

If you enjoy organization hospitality and being part of the team that brings events to life this is a role where you can build valuable experience while making a meaningful impact.

Whats the Role

As Conference Planning Coordinator you provide operational and administrative support to the Conference Planning team while also independently managing smaller meetings and events.

You will support Conference Planning Managers by preparing event documentation coordinating logistics maintaining accurate system records and helping ensure all departments have the information they need to execute programs successfully.

What Youll Do to Be Successful

1) Administrative & Departmental Support

Provide administrative support to the Conference Planning team including updating and posting group resumes

Pull lunch schedules four months in advance and coordinate timing with planners when group counts exceed capacity

Audit and assign flow lunch times when applicable

Distribute weekly Banquet Event Orders to operational departments

Create and maintain Ambassador schedules to ensure appropriate program coverage

Assist the planning team with invoice processing in the purchasing system

Support Sales with rebooking repeat business when appropriate

Review schedules weekly to ensure completion and coverage

Maintain out-of-office coverage during Conference Planning Manager absences

Maintain confidentiality of client and company information

Keep the Director of Conference Planning informed of issues requiring escalation

2) Event Documentation & Systems Management

Prepare Banquet Event Orders event diagrams and Group Resumes for assigned programs

Ensure adherence to Standard Operating Procedure deadlines and resume checklist completion

Maintain complete and accurate event files within Delphi and related systems

Assist the planning team with diagram creation and system input

Present assigned programs at operational meetings

Organize and distribute department correspondence and meeting minutes

Ensure timely communication of event changes to operational departments

Maintain organized documentation of purchases through the Conference Planning Checkbook and purchase order process

3) Guest Room & Financial Accountability

Assist with managing daily room guarantees rooming lists pickup reporting and contractual commitments

Ensure meal counts and guarantees are updated daily

Monitor food and beverage minimums and related program details

Prepare cost estimates and assist with billing review prior to final invoice submission

Run daily reports identifying invoices ready to bill

Partner with Finance to reconcile post-event billing when necessary

Identify potential revenue risks and escalate concerns to the Director of Conference Planning

4) Operational Coordination & Cross Departmental Support

Assist with checking meeting room setups against Banquet Event Orders and report discrepancies

Provide weekend coverage as required

Support the team during high-volume periods

Communicate program updates to operational departments to ensure readiness

Provide cross-departmental coordination to support smooth program execution

5) Team Building & Special Event Support

Assist with the planning and execution of team-building and charity events

Coordinate event materials signage and supplies

Retrieve and organize supplies within approved pricing parameters

Facilitate select activities such as Closest-to-the-Pin challenges and dart tournaments

Support event setup execution and post-event follow-through

6) Program Management

Independently manage meetings and events with up to 20 attendees

Serve as the onsite Conference Planning liaison for assigned groups

Conduct kickoff meet-and-greets and assist with program introductions

Coordinate lunch timing and assist with event flow

Support evening event transitions and pre-convention meetings as required

What You Bring

We are seeking a highly organized and detail-oriented professional who thrives in a fast-paced hospitality environment. The ideal candidate brings strong administrative skills clear communication and a proactive approach to supporting event logistics while ensuring accuracy in documentation and coordination across departments.

Education & Experience

High school diploma or equivalent required

1-2 years of experience in conference planning event management or hospitality operations

Experience with event management systems (Delphi Opera diagramming tools) preferred

Strong computer proficiency required

Technical & Professional Skills

Strong organizational and time management skills

Exceptional attention to detail and documentation accuracy

Ability to manage multiple priorities and deadlines

Professional service-oriented communication style

Ability to anticipate and resolve problems proactively

Strong initiative and follow-through

The Details

Reports To: Director of Conference Planning Status: Non-Exempt Physical Requirements: Active work environment requiring extensive walking during program execution; ability to lift up to 50 pounds occasionally; ability to navigate meeting spaces and operational areas; extended hours including evenings and weekends as business demands

Rate: $22.00/hr Work Schedule: Onsite position based on event and program schedules

Benefits Include:

Paid time off

401(K) with employer match

Holiday Pay

Medical Dental and Vision Insurance with Wellness Credits

Employee Assistance Program

Basic Life AD&D

Disability Benefits

Employee Meals

Parking

Our Commitment

At Q Center success comes from collaboration accountability and attention to detail. Every team member plays a role in delivering exceptional experiences for our clients and guests.

As Conference Planning Coordinator you will help ensure every program is well organized clearly communicated and successfully executed supporting the team that brings our clients meetings and event to life.