Conference Planning Coordinator at Q Center – St. Charles, Illinois

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.

What's 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 You'll 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.