Conference Service Manager

Job Overview

Plan, organize and manage the in-house details for large group and convention booking (e.g. guest rooms, menus, set-up, etc.). Participate in negotiating meetings / functions, rooms, rates and all related requirements. Ensure maximization of room and meeting space, revenues, and profits while delivering a quality product. Focus on execution of all aspects of event planning including coordination from the signing of a group contract forward, VIP needs, amenities, group resumes, and rooming lists.

Responsibilities

• Responsible for the management and planning of meetings / conventions and related activities.
• Attends Banquet Event Order (BEO) and staff meetings and perform as a team leader for all hotel department staff participating in the event delivery process.
• Achieve a minimum of 90% of productivity goals and 100% of activity goals, as established by management.
• Coordination of all group business as developed by the sales manager. Contact and appropriately follow-up on all signed / contracted business within 5 working days. Determination and coordination of all event planning needs.
• Maintain well documented, accurate, organized and up to date file management in order to serve client and the employer in the most expedient, organized and knowledgeable manner.
• Develop customer profiles and maintains an effective trace system including trace dates and references resulting in superior account service and increased revenues.
• Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.
• Follow up on all client needs and inquiries in an efficient and expedient manner.
• Focuses on revenue-generating activity and maximizes selling time through retaining accounts / clients, maximizing account yield opportunities and sales effectiveness.
• Detail, up-sell and detail the program with the client including; verification and modification of space requirements, audio-visual, times, equipment, menus, themes / decorations, etc. Prepare the appropriate resumes and paperwork to ensure quality service.
• Manage function details and related activities to ensure that program requirements are satisfied. Anticipate and handle customer complaints and / or problems to ensure quality product delivery, customer satisfaction and repeat business.
• Oversees all billing details for hotel groups to include processing of deposits, direct bill applications, credit card authorizations and coordination with accounting.
• Improve hotel convention services' products through; (a) participate in the development of new sales tools and systems, (b) participate in the analysis of the strengths and weakness of our competitors' product, and (c) analysis, understanding, and satisfaction of our customers' needs.
• Monitor and control individual client event budgets and details to maximize revenues and minimize expenses while ensuring delivery of a quality product.
• Attend and lead pre conference meetings as needed. Coordinate the pre-con between the client and hotel staff and review the details of the BEO with all parties.
• Close out all groups to include pickup in sales system (Delphi) and commission owed, including processing with accounting.

Qualifications

Education / Formal Training

More than two years of post high school education.

Experience

One to two full years of employment in a related position with this company or other organization(s).

Knowledge / Skills

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environment

Inside 95% of 10 hour day. Outside 5% of 10 hour day. Temperatures - extreme summer heat of 95 degrees and above, and winter cold.

Benefits

Salary

USD $58,000.00 - USD $62,000.00 / Hr.