What are the responsibilities and job description for the Event and Conference Manager position at Seaport Hotel?
Scope of Position
The role of the Conference Manager is a pivotal position in the scheme of the Seaport Hotel. Conference Managers are responsible for ensuring clients are held to contractual commitments and that any changes in established contracts are in the best interest of the Seaport while managing client relationships as well as leading the organization to exceed meeting expectations. Conference Managers negotiate with their clients in order to protect Seaport’s ability to maximize all revenue and profitability opportunities. The Conference Manager is responsible for communicating all aspects of the group to the operation. The Conference Manager reports to the Director of Sales.
Schedule Requirements
The operations of Seaport are 24 hours a day 7 days a week, inclusive of all holidays. Therefore, the Conference Manager must be flexible to meet the needs of the business accordingly.
Key Responsibilities
- Assist Client with the development of their program specifications (Hotel Rooms, Function Space, Exhibit Space and allied opportunities) align them with the physical structure of Seaport to insure a successful program. Negotiate any changes the client needs from the originally drafted contract to meet the needs of the client and those of Seaport.
- Customize menu proposals, BEO’s, event programs and resumes based on information provided to the Conference Manager by the clients and communicate those needs to the operation in a timely fashion.
- Conduct site inspections and coordinate and execute taste meals aimed at familiarizing the client with the property.
- Oversee (supervise) all operational departments within Seaport to insure the highest standards of product quality and service are being achieved in all departmental areas for the entire stay of the group and/or event.
- Determine if there is any “Allied” business potential within the group/event. If yes, retain a listing from the client and begin to contact each “Allied” for potential business. Generate Booking, Draft contract (outlining agreed upon terms) and send to “Allied” client for signature, and establish credit.
- Review clients complete bill prior to being sent out to insure accuracy of all departmental back-up. Insure the bill reflects all contractual agreements.
- Participate in all sales meetings, daily, weekly and monthly to support the initiatives/strategies of the sales team.
- Identify and maximize all revenue opportunities for Seaport with each group.
- Responsible for practicing, managing and promoting our Mission, Values and Department Quality Plan so that it becomes an intricate part of the everyday operation.
- Complete any other duties or projects assigned
Required Job Knowledge and Skills
- Committed to delivering a high level of customer service through effective communication skills
- Ability to be productive under varying levels of pressure
- Ability to work independently and take initiative
- Strong financial acumen
- Good product knowledge in areas of food and beverage and a passion to know more
- A broad range of experience is helpful enabling a constant source of new ideas
- Strong organizational skills
- High energy level and enthusiasm
- Attention to detail in every aspect of their work
- Excellent grooming standards
- Maintain a positive and optimistic attitude
Qualifications Experience:
- 3 years of industry (Meeting / Event Management) experience, at least one in a management or supervisory role
- Certified Meeting Planner designation preferred
Education:
- High School diploma, general education degree equivalent experience required
- College Degree preferred
Language Skills:
- Multi- lingual preferred
- Fluency of the English language is required (read, write, speak)
- Must be able to listen to, read and/or write instructions, memos, short correspondences and messages
This job description in no way states or implies that these are the only duties to be performed by the person occupying this position. The person in this position will be required to perform any other job related duties assigned by their supervisor.
