Coordinator, Conference Services

Whistler, BC V8E, Canada Req #154
Wednesday, May 21, 2025

Job Title: Coordinator, Conference Services
Department: Conference Services
Position Status: Full Time, Year Round

About Tourism Whistler

We are the official marketing and sales organization for the resort of Whistler, British Columbia - also known as the best place in the world, if you ask us - and we are proud to call this place home. As a not-for-profit, member-based organization, we are also the people behind the operations of the Whistler Conference Centre, Whistler Golf Club, Whistler Visitor Centre, and Whistler.com Central Reservations.

We love where we live and we bring that energy and passion to everything we do. We're a team of collaborative, mountain-loving individuals and we show up and achieve great things professionally and personally. Creating a positive and fulfilling experience for our team is high on our list of priorities. And we're proud to be a workplace that requires respect for our people, our partners, and our environment. Because the people make the place, and this place is pretty special. 

What We Offer

We like to make work meaningful and to live life fully. Join the team at Tourism Whistler and be part of a fun, supportive organization that truly values work-life balance. We're looking for people who want to make the most of the unique Whistler lifestyle and share our values of passion, energy, achievement, and respect.
 
A few ways that we walk the talk:
 
Culture & Connection
  • Bi-monthly all staff events and departmental team building (the fun kind, we swear)
  • Fun, supportive, and collaborative team environment

Health & Wellness

  • Meaningful health benefits for employees and their dependents, including an Employee Assistance Program and access to a wellness app
  • A wellness fund to support your health and recreation in Whistler. Think ski/snowboard or bike park pass, yoga or gym memberships, golf lessons, or other wellness offerings that support your well-being
  • An annual Health & Wellness calendar with wellness offerings to prioritize mental health and well-being

Flexibility

  • Nine-day fortnight schedule offering work-life balance and time to enjoy the beauty of Whistler!
  • Paid vacation time (3 weeks as a starting point) to relax, unwind, and adventure

Starting Salary Range: $50,000 - $54,000 annually. This is the starting base range for this role and may vary based on a candidate's job-related knowledge, skills, and experience. Over and above the base salary and the benefits highlighted above, this position is also eligible for an incentive bonus of up to 5% of the annual salary.

Position Summary

Reporting to the Conference Services Managers, the Coordinator supports the department to ensure a smooth transition of a client's experience from Sales to Operations; assisting in the delivery of exceptional customer service for all clients of the Whistler Conference Centre.

Key Responsibilities

  • Act as a Tourism Whistler ambassador, living our purpose and vision with passion & energy, achievement and respect.
  • Ensure exceptional client relations from the sales to operations phases, with superior customer service from point of contact to departure for all clients.
  • Responsible for internal Tourism Whistler meetings, including room booking and organization of audio visual and food and beverage.
  • Ensure the daily reader board and room signage is correct.
  • Answer incoming Conference Services calls and redirect as necessary. 
  • Prepare proposals and contracts for local groups; manage the program while group is on-site.
  • Distribute Banquet Event Orders (BEOs), Change Logs, and floor plans to the respective departments.
  • Assist in keeping Conference Services website/online menu up to date, including Amadeus when menu changes occur.
  • Collect and distribute client surveys.
  • Provide on the floor Conference Services coverage during events, festivals and group bookings to ensure Whistler Conference Centre presence at all major events.
  • Prepare and distribute monthly reports to various departments and partners.
  • Prepare Facility Operations meeting minutes, and distribute to the Operations team.
  • Support Conference Service Managers with administrative responsibilities as required.
  • Support Conference Sales Department as needed.
  • Assist the Director with various projects as it pertains to both Conference Services and Conference Sales initiatives. 

Knowledge, Skills & Abilities

  • Two year's progressive hospitality experience in a direct contact service related position (i.e. 3/4 star hotel/resort environment)
  • Strong team player with excellent problem-solving and decision-making abilities. 
  • Highly service oriented with exceptional attention to detail and time management skills. 
  • Strong computer skills: MS Word, Publisher, PowerPoint, Amadeus, Social Tables.
  • Understanding of basic accounting principles an asset. 
  • Conference Services experience, and food and beverage knowledge, an asset.
  • Completion of a post-secondary event planning program, and/or CMP designation an asset. 
  • Flexible with hours of work to ensure adequate conference support at major meetings/events. 
Posting Closing Date: Sunday, June 1, 2025. Closing date is subject to change based on applicant volume, so don't miss this opportunity and apply today!
Apply Now