Conference Services Manager

POSITION PURPOSE:

Contracts and coordinates new business under a certain amount of people. Responsible for coordination of additional bookings once the event or meeting has been turned definite. Liaises between the client and hotel operations team to coordinate successful events. Present for all major group arrivals/departures. Oversees functions while on property. Assists sales managers in obtaining repeat business. Administrative responsibilities for Catering and Conference Planning Department.

EXAMPLES OF DUTIES

ESSENTIAL FUNCTIONS:

Average

Percent

of Time

15% Contracting New Business:

• Responding to assigned leads

• Acquiring additional information from the client to make informed decisions on food and beverage minimums, event space requirements, etc.

• Obtaining approval from Director of Catering and Conference Planning prior to final contract negotiations

• Formatting contracts, obtaining billing, closing business.

• Responsible for meeting a new sales goal
  50% Pre Event Planning:

• Transitions booking from contract originator (Sales Manager) seamlessly; including one on one meeting with Manager to familiarize with the program and client

• Ensure Amadeus (Delphi) and Opera inventory is updated and accurate at time of file turnover based on contract.

• Confirm important details with client: upon receipt of signed contract, reconfirming cutoff date, room block, deposits, and other miscellaneous details; sets traces in Amadeus (Delphi) accordingly

• Review all clauses in contracts, addressing any potential inventory, payment, etc. issues at time of recognition.

• Monitors Room Blocks; provide pick up updates on a regular basis

• Up Selling of Program including: amenities, suites, special requests, transportation, F&B, decor, etc.

• Prepare and distribute group resumes; distributed 7 days prior to initial arrival

• Attend all resume meetings to review all group details to hotel departments

• Prepare all BEOs and Banquet Checks; receiving client sign off and distribute at least 10 days prior to event

• Responsible for timely receipt and processing of all rooming lists prior to cut off date

• Oversees all pre-arrival information, check in arrangements, billing procedures, changes and any discrepancies directly with client and departments.

• Clear communication with Executive Banquet Chef and Banquet Department on program/setup/dietary requirements

• Processes all necessary paperwork to ensure any and all revenue losses (attrition/cancellations) are documented and confirmed with client and accounting
  25% On Site

• Key contact and maintains ownership of all program details from time of arrival to departure.

• General oversight of programs to ensure meetings and events meet company standards.

• Work with the Sales Manager to be present at meetings and upon arrival.

• Prepare for and oversee all pre convention meetings (internal and with clients).

• Pre blocking guest rooms when necessary to meet client requests when available.
  5% Post Event:

• Ensuring that all banquet checks are accurate post event

• Preparation of final billing and payment with accounting

• Final follow up thank you with client
  5% Administrative:

• BEO distribution

• Resume distribution

• Turnovers

• File management

• In-house events

• Misc. reports

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

• Assists in the physical movement of hotel or customer equipment or furnishings as necessary to complete a tight turn-around of public function space.

• Directly assists customers as necessary, which may require moving of up to 20lbs.

• Conducts regularly scheduled update meetings with Director of Catering and Conference Planning

• Preparation of a weekly pick up report of all groups to review with Director of Revenue to alleviate any issues

• Updating turnover worksheet with actual room pickup, food & beverage revenue and room rental fees to review with Director of Catering & Conference Planning and Director of Sales & Marketing for forecasting

• Overseeing special projects that contribute to the success of meeting planning (i.e. social tables; SOPs; reader board maintenance)

PHYSICAL REQUIREMENTS:

Frequency Key: Never

• 0 hours; Rare - up to 1 hour; Occasional

• 1-3 hours; Frequent

• 3-6 Hours;

Constant

• 6-8 hours

Physical Activity Frequency

Sitting Frequent

Standing Frequent

Walking Frequent

Climbing stairs Occasional

Crouching/Bending/Stooping Occasional

Reaching Occasional

Grasping Frequent

Pushing/Pulling Occasional

Near Vision Constant

Far Vision Constant

Hearing Constant

Talking Constant

Taste Frequent

Smell Frequent

Lifting/Carrying (# lbs) Rare- up to 25 lbs. Occasional

Travel Rare

SAFETY REQUIREMENTS

Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety. The hotel will provide the required PPE. Associates will be trained in the proper use and care of any assigned PPE. It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly, to your Manager.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.

• Ability to upsell and close business.

• Must have knowledge in food and beverage menu development.

• Must have knowledge in all areas of banquet and event etiquette, guest relations and service standards.

• Ability to operate independently and with a high degree of autonomy requiring excellent time management skills and self-motivation.

• Ability to handle multiple customer and operational demands with a high degree of professionalism, operating often with time sensitive deadlines.

• Hotel product and industry knowledge, i.e., staffing, operations, safety, security, work rules, structural, terminology, fire, police and health codes, hotel policies, city ordinances.

• Quantitative processing of data via office machine equipment, mathematical computations and analytical skills necessary to accurately determine and communicate financial, forecasting and space utilization calculations.

• Ability to successfully operate computer systems with the ability to navigate efficiently through Word, Excel, Access, Outlook, Amadeus (Delphi) (or in house sales system).

• Ability to read, write and speak the English language to fully comprehend guest requests, memos, proposals, general correspondence and similar written materials.

• Strong writing and oral presentation skills

• Ability to complete a contract in compliance with all checklists, standards and hotel policies.

• Have a working knowledge of local and regional competition

• Ability to work evenings and weekend based on business demands

QUALIFICATION STANDARDS

EDUCATION

Four year degree in Hotel and Restaurant Management or equivalent combination of education and professional experience preferred.

EXPERIENCE

2 -3 years hotel and/or operational experience preferably in Catering and Events at a luxury property

LICENSES OR CERTIFICATES

None

GROOMING

All employees must maintain a neat, clean and well-groomed appearance. Specific uniform guidelines and/or required articles of clothing will be explained to you as a part of the orientation process.

OTHER

Additional language ability is strongly preferred.