Group Services Coordinator

Discover Kalamazoo is the official destination marketing organization for Kalamazoo County, dedicated to promoting the vibrant community, rich culture, and unique attractions that make Kalamazoo a must-visit destination. Our team of passionate professionals works tirelessly to inspire both visitors and residents to explore all that Kalamazoo has to offer, from its thriving arts scene to its world-class museums, breweries, and outdoor adventures.

This temporary part-time position plays a key role in supporting the organization’s sales and service efforts by assisting with incoming meetings, sports groups, and events across Kalamazoo County. This position will work with the Group Services Manager and is instrumental in increasing visitor spending and generating positive promotional exposure for the region. The goal is to ensure excellent customer service and successful event execution to provide an exceptional guest experience.

Execute services and commitments assigned by the Group Services Manager and update progress in CRM systems.

Services may include, but are not limited to:

• Restocking and setting up information tables around Kalamazoo County
• Provide recommendations about things to do in Kalamazoo at information tables when needed.
• Create and distribute welcome gifts for groups
• Distributing information to community partners upon a group’s arrival (welcome signs to downtown businesses)
• Helping transport the Mobile Kiosk with teammate assistance
• Bring signs and information to hotels to welcome groups
• Pick up orders from local businesses that have been placed by the Group Services Manager
• Deliver resources to groups such as guides, giveaways, or local goods
• Support the Sales Manager’s tradeshow preparation needs in collaboration with the Business Development Coordinator.
• Update service traces in CRM that have been assigned by the Group Services Manager with notes for improvement/progress if applicable.
• Add commitments for Mobile Kiosk and Information Table Set-up.
• Perform other duties as assigned, demonstrating flexibility and a willingness to assist in various capacities.
• 1-3 years of experience in related fields, such as customer service or event planning.
• Strong, clear communicator with excellent interpersonal skills; proven ability to effectively communicate and influence partners at all organizational levels.
• Demonstrates a sense of urgency, prioritizes well, shows energy, responds to opportunities, instills urgency in others, and meets deadlines.
• Ability to work evenings and weekends as required.
• Excellent computer skills, including proficiency in MS Office applications and the ability to learn CRM software.
• Strong organizational and multi-tasking skills, with the ability to maintain strict confidentiality.
• A self-starter with excellent critical thinking ability, creative problem-solving skills, and sound judgment.

• Familiarity with the Kalamazoo area, including local businesses and the hospitality industry.

This position requires the ability to stoop and lift items weighing up to 25 pounds. It also involves repetitive motions such as bending and reaching. Frequent use of hands and fingers is necessary to handle, feel, or operate equipment, along with regular reaching with hands and arms. Occasionally, the role will require lifting, moving, carrying, pulling, and pushing objects while in various positions, including sitting, standing, climbing, or walking.

Additionally, specific vision capabilities are essential, including close and distance vision, peripheral vision, depth perception, and the ability to adjust focus as needed.

The work environment for this position is often in a general office setting, with adequate lighting and temperature, and no hazardous conditions. Regularly, the role involves working at large gatherings, both indoors and outdoors, with exposure to various climate conditions and large crowds. Temperature conditions vary based on the time and location, and the noise level is typically moderate or conversational.

This position primarily requires availability Monday through Friday; however, weekends may be…