Conference Services Coordinator

Job ID: REQ10386293

Four Seasons Osaka

Location: Kita-ku, Osaka, Japan

widget: Full time

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

Embodying Osaka’s rise as a global city, Four Seasons Hotel Osaka forms the core of a new lifestyle destination at the heart of western Japan’s biggest city and the region’s hub of commerce and culture. As the city’s new icon of luxury and style, Four Seasons provides a pitch-perfect modern take on the quintessential ryokan (traditional Japanese inn) with a range of unique, immersive experiences that deliver a true sense of Japan. From our entire floor of meticulously designed Japanese-inspired guest rooms to our private ofuro (traditional baths), Four Seasons is a contemporary portal to the authentic heart of Osaka, immersing you in the city’s intriguing blend of heritage and modernity.

About the role

The Conference Service Coordinator ensures the seamless planning and coordination of international group, general banquets, conferences and other events. The position serves as the main concierge for all meetings, conferences, and events and acts as the single escalation point for all vendors and end users. Successful candidate must be able to speak, write, and read in both fluent in Japanese, and English.

What you will do

Provide administrative support to the Director / Manager. Director and Managers while being familiar with all aspects of the conference planning process.

Quickly identify booking conflicts or potential booking conflicts and suggest solutions.

Communicate with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.

Produce daily report of all comprehensive meetings in order to document events and share detailed information with all involved departments.

Handle meeting room bookings, using the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization.

Respond to numerous phone calls and emails with new meeting requests and special “add-on” information for existing meetings.

Assist in stocking conference rooms with office supplies (pads, pens, pencils, staplers, tape,etc)

Communicate to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings.

What you bring

Minimum (2) years experience with conference planning experience in a corporate or conference center environment

Good knowledge of conference center reservation systems

Excellent organization skills with the ability to prioritize tasks and multi-task efficiently

Excellent oral and written communication skills

Exceptional client service skills to exceed expectations

Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint)

What we offer:

Competitive Salary, wages, and a comprehensive benefits package

Excellent Training and Development opportunities

Complimentary Accommodation at other Four Seasons Hotels and Resort

Complimentary Dry Cleaning for Employee Uniforms

Complimentary Employee Meals

Schedule & Hours:

Full-time position

Eight-hour shift, must have flexibility in availability to work according to business volume. (early mornings, days, evenings, overnights, or weekends.)