What are the responsibilities and job description for the Conference Services Manager position at Camelback Resort?
The Conference Services Manager is the primary liaison between the Group contacts and planners and all departments of the Resort. They are responsible for accurately organizing and communicating all operational details pertaining to the Group’s needs and ensure the Resort team exceeds the guests’ expectations.
Primary Responsibilities:
- Coordinate all aspects of convention or event planning, from initial consultation to final execution.
- Work closely with the Sales Managers to ensure client satisfaction.
- Upon turnover, review important information in sales contract with client via turnover letter.
- Maintain strong client relations and ensure that all conference specifications are communicated and executed properly for a successful meeting experience for the meeting planner and meeting attendees.
- Responsible for prompt handling and efficient flow of paperwork relative to confirming operational details to the client.
- Maintain & log ALL client communications in Delphi.
- Monitor and manager sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations department, make adjustments as necessary.
- Prepare and distribute amenity request forms for specified clients. Obtain designated approvals and follow-up on delivery.
- Attend the weekly Sales and Group Pickup Meetings.
- Verify credit information submitted at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure.
- Review daily postings of charges to master accounts of clients and resolve any discrepancies or process necessary adjustments. Review final bill prior to presenting to client.
- Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize resort revenues.
- Assist clients with menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room set-up, audio/visual and other equipment, etc.
- Have acquired knowledge with the ability to upsell clients, while promoting a level of service parallel to the luxury stature of the facility.
- Provide overall direction and coordination of events by producing and distributing group event banquet event orders and resumes with accurate information to departments 12-15 days prior to group arrival.
- Work closely with banquet department on operations and event execution to consistently deliver flawless events.
- Lead weekly BEO meetings with key operational department leaders.
- Conduct pre- and post-conference meetings when it is agreeable with the client.
- Participate in all resort operational meetings as required.
- Coordinate and supervise the load-in, setup and production of all events as needed.
- Ensure that all meeting rooms and common area's remain clean.
- Generate “thank you” notes to clients with prompt follow up of negative client feedback as necessary.
- Ability to work with outside vendors to ensure client satisfaction for all events/groups.
Must Have Qualification:
- Must be 18 years or older
- Bachelor's Degree in event management, hospitality, or related field
- Minimum 3-5 years' experience in conference or event management
- Excellent communication skills, both written and verbal
This job description is to be considered a general outline of the duties and responsibilities of this position and is subject to changes and revisions by Camelback Resort at any time.
