Front Office – Event Coordinator

A Conference/Retreat Center is seeking a Front Office – Event Coordinator.

This position requires regular interaction and first point of contact in the Front Office with guests, groups, colleagues, and vendors.


  •  Event and Campus coordination for groups/guests as assigned by Director of Guest Services; includes coordinating of the supporting documents for guests/groups accounts. Maintain the file management:   communicate with the Director of Guest Services and staff any issues to ensure the timely collection of documentation. At times be an onsite presence during group visit, while holding to the highest standards   of customer satisfaction and professionalism.
  •  Ensure timely receipt of all needed documentation for each event. (i.e. food allergy or dietary restrictions, rooming lists, guest requests, room sets, etc.)
  •  Provide outstanding customer service and be responsive to group leaders and guests during their visit.
  •  Work some evenings, weekends, and holidays.
  •  Work proficiently with event coordination software.


  • Provide support in the front office; general duties (answering phones, responding to guest and staff enquiries), being flexible to any other tasks as needed.
  • Compile necessary reports in event software and disseminate information as needed to appropriate colleagues.
  • Verify guest changes (e.g., to guest counts, to food restrictions, to rooming sheets, etc.) are documented and reconciled in the event software.
  • Verify supporting documentation is attached to account records
  • Prepare event scheduling and room arrangements, as necessary.
  • Ensure event charges are updated timely for appropriate and timely receipt of all amounts owed by retreat groups and guests.


  • Attend weekly department meetings.
  • Attend monthly all-staff meetings.
  • Participate in a weekly meeting with Retreat Services and other appropriate Departments.
  • Must possess a solid work ethic with strong organizational and time-management skills, excellent attention to detail, professional verbal and written communication skills in English, as well as provide excellent customer service
  • Must maintain a professional demeanor.
  • Must be able to adapt to changing situations.
  • Other tasks/duties as assigned.

Pearlstone Employee Standards:

  • Sustain a positive, enthusiastic and professional attitude at all times.
  • Accommodate requests with a smile and “let me see what I can do” attitude.
  • Adhere to supervisor directives.
  • Maintain a professional appearance and demeanor.
  • Arrive prior to the scheduled starting time, properly dressed and prepared to work.
  • Perform all duties in a timely, accurate, honest, and professional manner.

Education and Experience:

  • High School degree required
  • College degree a plus
  • Previous hospitality experience of 2-3 years (Preferred)
  • Non-profit event logistics: 1-2 years (Preferred)
  • Data entry: 1-2 years (Preferred)


  • Proficient with Microsoft products.
  • Good verbal and written communication skills in English.
  • Strong customer service and time management skills.
  • Detail oriented and able to multi-task.
  • Ability to work well both independently and in a team environment.
  • Flexibility to accept new responsibilities and direction as necessary.
  • Needs to be receptive to and accepting of guidance from others.
  • Ability to deal with difficult people and problems and work with a diverse group of people.

Pay:  DOE


Schedule:  Hours vary


ID: #10306 EC








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