Conference Services Manager

Title:                      Conference Services Manager

Reports to:          Director of Sales / Marketing

Position Summary

The Conference Services Manager coordinates all aspects of conferences and events between the clients and other departments. This role communicates all conference-related information to hotel team members in an accurate and timely manner. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Generates Banquet Event Orders, Group Resumes, function room diagrams, and business correspondence.

Utilize Delphi system for accurate blocking of events, groups, traces, and generation of BEOS

Obtain guarantees for food and beverage functions

Obtains all information required to prepare Group Resumes

Check Delphi Daily and Weekly reports

Obtain necessary approvals/permits/insurance certificates for functions

Chair pre-conference and post-conference meetings, attends departmental and BEO meetings

Communicate all group information/changes to existing information to appropriate hotel colleagues in an accurate and timely manner

Entertain clients, as appropriate

Maintain an active trace system for all assigned groups

Remain available to hotel team members via radio (with earpiece) while on property and via hotel provided cellular phone at all times

Audit banquet checks for assigned groups

Contract business with approved vendors, as appropriate

Approve payment and provide backup for contracted vendor business

Coordinate all aspects of conferences to include but not limited to:

-              Food and beverage requirements

-              Timing of events

-              Audio visual requirements

-              Special attention guests

-              Room type allocation

-              Rooming list

-              Amenities

-              Function room setup

-              Group transportation

-              Type of check-in, check-out to include satellite check-in

-              Special meal requests

-              Arrival/departure manifests

-              Bag pulls

-              Luggage storage

-              Complimentary rooms

-              Billing instructions

-              Authorized signatures

-              Room deliveries

-              Telephone and internet requirements

-              Box storage and delivery

-              Power requirements

-              Security requirements

-              Key requirements

-              Expected F&B outlet usage

-              Group hospitality/office/registration desk requirements

-              Business center requirements

-              Entertainment

-              Leisure activities

-              Décor (to include floral) requirements

-              Refer business to approved suppliers of service/products, as necessary

When required support team members to coordinate all aspects of  “One Day Meetings”, business luncheons, cocktail receptions and professional dinner presentations including:

-              Answering inquiry calls                

-              Replying to RFP’s                                            

-              Actively soliciting potential clients via telephone

-              Confirming function space availability and quoting associated room rental fees

-              Verifying that there are no conflicts with existing clients who may be industry competitors

-              Blocking function space in Delphi

-              Generating and Executing Contracts

-              Securing Deposits and Final Method of Payment

-              Coordinating all logistical aspects of event as outlined on #s 1-23 above

-              Ensuring the success of events so clients become repeat customers

Any other tasks/duties as requested by management.

The Company operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting and ending times, and hours worked in a week.

Qualifications

The Company may consider equivalent combination of acceptable education and experience providing the knowledge, skills and abilities cited below.

Education and Experience

• Four-year college degree in hospitality management, marketing, business or related degree or equivalent experience.
• Five or more years of related experience.
• Familiarity with hospitality industry practices preferred.
• Ability to travel locally and overnight.

Skills and Abilities

• Reading, writing and oral proficiency in the English language.
• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks. 
• Must be a self-motivator.
• Must work in a safe, prudent and organized manner.
• Must have mathematical skills, computer software aptitude and some hotel operation knowledge.
• Knowledge of specific hospitality industry applications is desirable (Delphi preferred).
• Must be able to relate to all levels of management.
• Must have a minimum of 1 year of experience in catering and conference services, preferably as a manager, in a luxury or lifestyle hotel property
• Must have the ability to handle multiple tasks at one time.
• Must have superior organizational skills.
• Ability to follow an appropriate course of action based on policies and procedures. 
• Ability to work in a fast paced environment, sometimes under pressure, while simultaneously handling competing and changing priorities. 
• Ability to satisfy the legal requirements for employment within the jurisdiction.

Working Conditions & Physical Effort

Work is normally performed in an interior hotel environment.  While performing job duties, the associate speaks, listens, completes documents, processes requests and operates office equipment such as a telephone, calculator, computer, copier and fax.  Physical requirements include extended periods of standing and/or walking, bending, reaching, pulling, pushing, kneeling, and lifting up to 25 pounds.  The job requires close vision with or without corrective lenses.  This position may be required to operate a motor vehicle.

Notice

Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. This employer participates in E-Verify.

This employer will provide the Social Security Administration (SSA) and, If necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

Important: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking adverse action against you, including terminating your employment.

Employers may not use E-Verify to pre-screen job applicants or to re-verify current employees and may not limit or influence the choice of documents presented for use on the Form I-9.

In order to determine whether Form I-9 documentation is valid, this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph.

If you believe that your employer has violated its responsibilities under this program or has discriminated against you during the verification process based upon your national origin or citizenship status, please call the Office of Special Counsel at 1-800-255-7688 (TDD: 1-800-237-2515).