Conference Services Coordinator

Competitive Salary: 

$49,000 - $59,000 gross annually, based on previous experience and education.

Reporting to the Director of Conference Services & Catering, the Conference Services Coordinator plays a key role in supporting the planning, organization, and execution of events at Rimrock Banff, Emblems Collection.

This position is responsible for the full ownership of internal hotel events, coverage support during periods of absence of the weddings and catering-only sales manager, while also providing essential coordination support to the Conference Services leadership team for group and conference business. The Coordinator acts as a central point of contact for internal stakeholders and clients, ensuring all event details are executed with precision, consistency, and care.

Highly organized and detail-driven, this role requires strong structure, clear communication, and a commitment to delivering seamless experiences. The successful candidate brings a thoughtful, methodical approach to event planning and takes pride in ensuring every detail is accounted for, supporting the elevated standards of an ultra-luxury, Emblems Collection property.

This is an ideal opportunity for a disciplined and dependable professional who thrives in a structured environment and values accuracy, collaboration, and operational excellence.

Key Responsibilities

Internal Event Ownership and Handling of Assigned Group Conferences & Events

• Act as the primary owner and point of contact for all internal hotel events, including employee events, leadership meetings, trainings, and wellness initiatives.
• Build strong relationships with department leaders to understand event objectives and deliver meaningful, well-executed experiences.
• Ensure internal events reflect Rimrock’s pillars of Culture, Wellness, and Adventure.
• Maintain consistent standards of quality and execution across all internal functions.

Event Planning & Documentation

• Prepare and manage all event documentation, including Banquet Event Orders (BEOs), event timelines, and setup details.
• Ensure all information is accurate, complete, and communicated effectively to operational teams.
• Maintain structured records and documentation to support seamless event execution.
• Support site inspections and planning meetings for assigned events.

Event Execution & Coordination

• Oversee on-site execution of assigned events, ensuring alignment with planned details and service standards.
• Act as a central coordination point between departments to ensure smooth operations.
• Monitor event progress and proactively address any operational challenges.
• Ensure all events are delivered with consistency, professionalism, and attention to detail.

Curated Programming & Wellness Support

• Support the development of curated event experiences in collaboration with Conference Services leadership.
• Assist in integrating wellness, culture, and adventure elements into internal and external events.
• Work collaboratively with internal partners to ensure programming aligns with brand standards and guest expectations.

Communication & Coordination

• Act as a liaison between conference services, culinary, operations, and internal stakeholders.
• Ensure clear and timely communication of event details across all teams.
• Support internal coordination to maintain alignment and operational readiness.

What You Bring

• 2–4 years of experience in event coordination, conference services, or hospitality operations.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage structured processes, timelines, and documentation with consistency.
• Clear and professional communication skills with a collaborative, service-oriented approach.
• Ability to manage multiple priorities while maintaining a high level of accuracy.
• A disciplined, reliable work style with strong follow-through and accountability.

Bonus if You Bring

• Experience in a luxury hotel or resort environment.
• Familiarity with banquet event orders (BEOs) and event planning systems.
• Exposure to catering sales or conference services operations.
• Experience supporting internal events or employee engagement initiatives.
• Understanding of wellness or experiential programming within hospitality.

Who You Are

You are organized, thoughtful, and quietly confident in your work. You bring a sense of calm confidence and do not get overwhelmed by the small details. You have mastered the ability to think beyond the expected to elevate even the most routine meetings into engaging and memorable experiences.
You value structure, clarity, and precision, and you take pride in ensuring everything is done properly and on time.

You approach your work with discipline and care, preferring to fully understand the details before acting. You are dependable, consistent, and take ownership of your responsibilities, following through on every commitment.

You may not seek the spotlight, but your impact is felt in the seamless execution of every event you support.

At Rimrock, your attention to detail ensures every experience runs smoothly, and your work behind the scenes helps create moments that truly move people.

Build the structure behind unforgettable experiences.
Stay moved.

Physical Demands

• Ability to spend extended periods working at a computer managing systems, documentation, and reporting.
• Occasional movement throughout the property to support operational teams or system updates.
• Ability to manage multiple tasks in a structured, deadline-driven environment while maintaining accuracy.

Visa Requirements: Must be legally eligible to work in Canada. The hotel is unable to assist candidates in obtaining Canadian work authorization.

Job Perks & Benefits:

• Comprehensive benefits package (Medical, Vision & Dental) including extended benefits like; Mental Health, Orthodontics, Fertility Drugs and Gender Affirmation for full time permanent status employees after 3 months.
• Defined Contribution Pension Plan with employer matching up to 5% of annual earnings for full time permanent status employees.
• Employee travel program with discounts on room rates as well as on food & beverage at Accor properties world-wide.
• Access to the Mountain Explorer Travel Program, exclusive room rates for colleagues, which includes 50% off all food & beverage when staying at Fairmont Resorts in Banff, Lake Louise, Jasper & Whistler.
• One complimentary buffet meal per shift in our staff cafeteria.

Apply Today: Whether you're just starting your journey or seeking your next adventure, we’d love to hear from you. Explore current opportunities and discover what it means to be a Heartist at www.rimrockcareers.com.

We’re committed to providing an inclusive and accessible recruitment experience. If you require any accommodations during the application or interview process, please reach out confidentially, at [email protected], and we’ll work with you to ensure your needs are met.

At Rimrock Banff, we believe that diversity makes us stronger, and inclusion moves us forward.

Our team is made up of individuals from across the globe, each bringing their own culture, perspective, and story. In a place as naturally diverse as Banff National Park, it’s only fitting that our workplace reflects the same richness.

Whether you're on shift or in staff housing, we want every Heartist to feel seen, valued, and free to be fully themselves, regardless of race, culture, gender identity, religion, abilities, sexual orientation, or age.

Inclusion isn't a box we check, it’s a value we live. And while we're proud of our progress, we know there's always more to learn, more ways to grow, and more voices to elevate.

Together, we build a workplace where belonging isn’t just possible, it’s expected.
Be you. Be bold. Stay moved.