What are the responsibilities and job description for the Conference Planning Manager position at Dejia LLC?
Job Summary
The main job function of the Conference Planning Manager is to ensure that all social group sales contracts are planned and executed to a high level of client satisfaction and their financial obligations to the resort are met. Event Planning Managers manage guest and Social rooms as well as coordinate services for groups/ weddings/and all other social events and organizations holding meetings.
Essential Functions
- Responsible for all aspects of account management, adhering to corporate guidelines.
- Coordinate with sales and operational departments to ensure VIP amenities and needs are determined and executed.
- Assign banquet/meeting rooms based on the needs of clients.
- Establish rapport with meeting planners while promoting hotel facilities and services.
- Maximize exposure through creative promotion both during and pre /post event.
- Aggressively communicate clients’ needs pre-arrival, while in house and share post-event feedback to ensure retention of accounts.
- Keep abreast of market trends, competitor's activities and guest/client feedback.
- Respond to all correspondence from clients within 24 hours.
- Greet and support guests during events and critical movements.
- Monitor office administrative support personnel.
- Understand room types, rate and codes.
- Make room reservations.
- Conduct planning site visits.
- Entertain clients as appropriate.
- Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
- Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
- Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
- Maintain positive guest relations at all times.
. Develop customized menus, décor, entertainment, transportation, etc as needed.
- Resolve guest complaints, ensuring guest satisfaction.
- Utilize all technology tools to their maximum output.
- Prepare correspondence, memos, proposals, vendor contracts and reports.
- Document all guest requests/complaints and communicate such to respective personnel for proper handling.
- Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
Follow up on Guest Satisfaction
Other Duties
- All Associates are required to fully comply with hotel and departmental rules, regulations and policies for the safe, secure, effective and environmentally friendly operation of the hotel facilities. Examples include, but are not limited to lost and found procedures, emergency procedures, recycling efforts, etc.
- Attend and participate in all hotel and/or departmental meetings, training sessions and other information meetings.
- Regular attendance in conformance with hotels standards is essential to the successful performance of this position.
- Comply with hotel grooming standards for both uniformed and non-uniformed associates.
- Comply with hotel service and behavioral standards towards our guests, vendors and fellow colleagues, including, but not limited to ensuring proper phone etiquette, courteous and respectful behavior and maintaining a friendly and positive attitude.
- Perform all other duties as directed by management that are consistent with the policies and procedures of the hotel.
Working Conditions & Physical Requirements
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Physical Effort: |
Significant portions of day require prolonged standing, moving and sedentary work. Ability to visually review documents and computer screen throughout day. |
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Physical Environment: |
Ability to walk or stand for extended periods of time during course of shift. |
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Manual Skills |
Significant portions of daily assignments involve application of manual skills requiring motor coordination in combination with finger dexterity, e.g., typing, handwriting, or machine operations. |
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Work Schedule: |
Due to the cyclical nature of the hospitality industry, Associates may be required to work varying schedules to reflect the business needs of the hotel. |
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Safety: |
Responsible for operating within hotel safety guidelines, including the safe and responsible operation of hotel equipment. Reports and addresses safety concerns as they arise. Ensures safe handling of chemicals in accordance with hotel and department standards and utilizes proper personal protective equipment (PPE) when appropriate. |
Qualifications
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Education: |
High school diploma or equivalent vocational training certificate required. Some college or college degree preferred. Degree in hospitality management preferred. |
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Experience: |
Minimum of three years’ experience as Conference Manager. Prior experience within a four star hotel brand preferred. |
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Computer Skill & Other Technical Skills: |
Ability to utilize computer software and hardware required. Ability to easily maneuver on computer keyboard required. Ability to learn, utilize and communicate effectively via company issued communication devices (e.g. Nextel phones, etc). |
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Communication: |
Advanced ability to comprehend and speak English to understand and respond to information and address advanced guest requests required both verbally and in writing. Knowledge of additional language(s) preferred. |
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Licenses or Certifications: |
n/a |
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Other: |
Must be customer-service oriented and have excellent hospitality skills. Must be able to calculate basic mathematic functions. |
