Isla Bella Beach Resort combines unparalleled luxury with the authentic charm of the Florida Keys to create an oceanfront destination like no other. Nestled on 24 acres in Marathon, this 199-room resort blends modern elegance with the natural beauty of a mile-long private beach and vibrant marine surroundings. With a focus on exceptional guest experiences, Isla Bella offers world-class dining, a full-service spa, and a marina for thrilling water adventures, all designed to capture the laid-back yet sophisticated spirit of the Keys. Job Summary The Catering & Conference Services Coordinator provides vital administrative support to the Sales & Catering team while assisting with the coordination and detailing of weddings, meetings, and social events. This role requires strong organizational skills, hospitality experience, and the ability to manage both reporting and client-facing responsibilities in a luxury resort setting Key Responsibilities Administrative Support (Primary Focus)
- Prepare and distribute batch reports, daily event reports, and weekly sales/group activity summaries.
- Maintain accurate client files, BEOs, contracts, and departmental documentation.
- Create and format event collateral including guest vouchers, place cards, menu cards, signage, and templates to support the Conference Services team.
- Assist with VIP guest amenities and client special requests, ensuring timely delivery.
- Support catering sales efforts by conducting site visits and property tours.
- Provide general administrative assistance to the Sales and Conference Services team.
Event Coordination
- Assist Conference Services Managers in detailing weddings, meetings, and social events.
- Coordinate elements such as timelines, menus, layouts, and logistics under direction of the manager.
- Prepare event resumes, diagrams, and timelines in collaboration with internal departments.
- Provide on-site support for select events, ensuring smooth execution and guest satisfaction.
- Communicate effectively with clients and departments to ensure all event details are accurate and delivered seamlessly.
Team & Interdepartmental Collaboration
- Attend weekly staff meetings, pre-convention meetings, and departmental briefings.
- Partner with Banquets, Culinary, Front Office, Spa, and other teams to ensure flawless service.
- Assist colleagues during high-volume business periods and large-scale events.
Qualifications
- 1–2 years of experience in hospitality, catering sales, or event coordination (luxury environment preferred).
- Strong organizational and administrative skills with high attention to detail.
- Proficiency in Microsoft Office Suite; knowledge of Delphi, Opera, or similar event software a plus.
- Excellent written and verbal communication skills.
- Ability to handle multiple priorities in a fast-paced environment.
- Professional, polished, and guest-focused demeanor.
- Flexible schedule, including evenings, weekends, and holidays as business requires.
Additional Qualities for Success
- Detail-oriented: ensures accuracy in documentation, reports, and event collateral.
- Hospitality-minded: committed to delivering exceptional guest experiences.
- Proactive & organized: able to anticipate needs and manage competing priorities.
- Collaborative spirit: thrives in a team environment with strong cross-departmental relationships.
- Calm under pressure: maintains professionalism and solutions focus during last-minute changes.
Qualifications Education: - Bachelor's degree in hospitality management, Event Management, Business Administration, or a related field preferred. An associate degree with relevant experience may suffice Experience: - Proven experience in managing budgets, negotiating contracts, and coordinating large-scale events. Skills: - Strong organizational and multitasking abilities to manage complex event logistics - Excellent communication and interpersonal skills for client interactions and team coordination - Proficiency in event management software (e.g. Microsoft Office) and budgeting tools - Problem-solving skills to address unexpected challenges in high-pressure environments - Business acumen, including upselling techniques and knowledge of hospitality industry trends - Physical stamina for extended periods of standing, walking, and lifting up to 25-30 lbs Work Environment - Work in a fast-paced, high-pressure environment, often requiring flexibility to work evenings, weekends, and holidays based on event schedules - Involves physical tasks such as setting up event spaces, walking venues for inspections, and coordinating load-in/load-out operations - May require travel for off-site events or client meetings. Additional Notes - The role requires a proactive approach to anticipate client needs and address potential issues before they arise. - Familiarity with sustainability standards and the ability to incorporate eco-friendly practices into event planning is increasingly valued - Knowledge of local regulations and vendor networks is critical for ensuring compliance and securing reliable services. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.