Event and Conference Services Manager

OVERVIEW: 

As the Conference Services Manager, you will be responsible for managing, coordinating, and executing group events turned over by the Sales Department. In addition, you will also monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage requirements and special concessions, produce and distribute convention resumes and BEOs, and accurately forecast group rooms and food and beverage revenues. In this position, you will serve as a liaison between the client and various hotel departments while effectively communicating any information necessary to successfully execute the group's needs and maintaining a good client relationship. 

ESSENTIAL FUNCTIONS:

• Establish and maintain a positive, professional relationship with clients through effective, accurate, timely, and reliable communication and action. 
• Remain one step ahead of the client in anticipation of their needs. 
• Guarantee that each client’s expectations, requirements and requests are being met prior to arrival and throughout their visit.
• Address all client concerns as they develop ensuring instant appeasement.
• Know property layout, policies, procedures and all capabilities. 
• Answer all incoming calls with proper greeting and telephone etiquette.  
• Respond in a timely manner to phone calls and messages.
• Communicate with clients (via telephone, written correspondence and in person) our policies and procedures as they relate to the coordination of their events. 
• Ensure all functions are checked prior to client’s arrival, guaranteeing all details are in agreement with client’s requirements and hotel standards.  
• Meet with the appropriate departments prior to the function to ensure any deficiencies are corrected by respective personnel. 
• Maintain Client files, making sure they are kept organized and current with all information.
• Communicate effectively with other department managers to ensure that Hotel standards are met and that contractual obligations (written and verbal) are fulfilled.
• Develop and maintain positive working relationships. 
• Comply with quality assurance standards. 
• Follow company and department policies and procedures; report accidents, injuries, and unsafe work conditions to manager; ensure uniform and personal appearance are clean and professional; wear nametag; maintain confidentiality of proprietary information; protect company assets. 
• Follow property specific procedures for handling emergency situations (e.g., evacuations, medical emergencies, natural disasters).
• Stand, sit, or walk for an extended period of time.
• Have access to reliable transportation and follow attendance policy

ADDITIONAL POSITION DUTIES:

• Respond to any reasonable task assigned by Director/Asst. Director of Catering and Event Management/Sales
• Notify Loss Prevention/Security of any reports of theft.
• All other duties as assigned.

OTHER:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position.  Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel.  In addition, attendance at all scheduled mandatory training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Castlerock policies and procedures for the safe and effective operation of the hotel’s facilities.  Employees who violate company rules and regulations will be subject to disciplinary action, up to and including termination of employment.