Conference Services Coordinator at Shanty Creek Ski and Golf Resort LLC – Bellaire, Michigan

Department: Sales & Conference Services
Reports To: Director of Conference Services

Shanty Creek Resorts is committed to providing our guests a unique Up North experience. Our friendly, caring staff welcomes guests with exceptional service and old-fashioned hospitality. We believe that honest, long-lasting relationships with our guests, employees, neighbors, and our surrounding environment allow us to grow our business.

The Group Services Coordinator is responsible for coordinating and supporting all logistical and service-related aspects of assigned group events, ensuring a seamless experience from initial contact through departure. This role acts as a key liaison between group contacts and internal resort departments to ensure group needs are clearly communicated, planned, and executed in alignment with contractual commitments and Shanty Creek Resorts’ service standards.

• Serve as the primary coordination point for all assigned groups booked by Sales Managers.

• Coordinate all aspects of group stays and day-use functions, including groups requiring no lodging.

• Arrange and manage function space and event logistics for assigned groups.

• Coordinate and support on-site and pre-planning visits with group contacts.

• Initiate contact with assigned groups within 48 hours of receiving the group file via phone or written communication.

• Work collaboratively with group contacts to prioritize tasks and ensure specific needs and expectations are met.

• Maintain proactive, service-oriented communication throughout the planning process.

• In partnership with the Director of Conference Services, Senior Group Services Managers, and the Group Services Administrative Assistant, communicate all group-related changes, additions, or deletions to internal departments.

  • Updates must be communicated within 24 hours of change.

  • All in-house group changes must be communicated immediately.

• Coordinate closely with resort departments to ensure events are executed according to plan and contract.

• Prepare and distribute all function sheets at least two weeks prior to scheduled events.

• Support event execution to ensure alignment with contracts and service expectations.

• Perform other related duties as assigned.

All Shanty Creek Resorts team members are expected to uphold the highest standards of professionalism and guest service. This position involves frequent guest interaction and decisions that directly impact the group guest experience.

Employees in this role must:

• Adhere to personal appearance and uniform standards outlined in the Employee Handbook.

• Utilize provided tools and systems to deliver accurate, timely, and professional service.

• Conduct themselves professionally in all interactions with guests, coworkers, vendors, and partners.

• Consistently uphold Shanty Creek Resorts’ service standards.

• Minimum of 2 years of experience in meeting planning, group services, or sales.

• Resort or hotel experience preferred.

• High school diploma or equivalent required.

• Valid driver’s license required.

• Strong verbal and written communication skills.

• Proficiency in Microsoft Word, PowerPoint, Excel, and Access.

• Strong organizational and time-management skills.

• Detail-oriented with a strong customer-service focus.

• Primarily indoor work environment with occasional outdoor exposure.

• May require standing for extended periods and frequent stair climbing.

• Physical demands are representative of those required to successfully perform essential job functions.

• Reasonable accommodations may be made for individuals with disabilities.