Event & Conference Services Manager

Description

The Event and Conference Services Manager’s primary responsibility is servicing sales bookings. This position works directly with the client once the group has been contracted and serves as the liaison between meeting planners and the hotel staff. This is a highly visible role that directly impacts the guest’s experience.

The Event and Conference Services Manager works at the direction of the Director of Sales and Catering Department to achieve high standards for the Legacy team member experience, guest experience, and financial results.  This is a hands-on position that leads staff by example, providing the highest quality of service possible to guests in an efficient and courteous manner. Must maintain confidentially and be able to work the assigned schedule.

This position is based out of the Legacy International Center in the Mission Valley area of San Diego, CA. 

PRIMARY RESPONSIBILITIES:

• Demonstrate attention to detail and organizational skills, as well as a desire to meet the needs of others while working in a fast-paced environment.
• Strong ability to ensure maximization of room and meeting space, revenue, and profit while delivering a quality product.
• Manage the client relationship effectively and ensure a strong customer experience to increase the likelihood of repeat business.
• Oversee and manage room blocks and pick up, VIP amenities, group resumes, billing instructions, and final review.
• Serve as the primary on-site contact for the groups.
• Provide detailed documentation in our sales and catering database (STS).
• Attain and maintain minimum weekly activity goals as set by the Director of Sales and hotel General Manager.
• Participate in daily business review meetings, pre-convention meetings, training, and other sales-related meetings as required.
• Possess advanced knowledge of market trends, competition, and key customers of the hotel.
• Communicate client requirements accurately, understandably, and concisely to hotel staff to implement.
• Coordinate and participate in target market trade shows and sales blitzes.
• Other duties as assigned.

ADDITIONAL RESPONSIBILITIES:

Be knowledgeable about the property’s layout, facilities, and services so you can answer questions from guests.

Our hotel’s primary goal is to provide hospitality and exceed guest expectations for levels of service, quality, consistency, and attention to detail — all team members are evaluated against this standard.  A hotel operates 365 days a year, 24 hours a day.  During your scheduled shift, you may be asked to assist in areas of the hotel outside of your typical work areas.

QUALIFICATIONS:

• Full-time position that requires full flexibility, including the ability to work weekends and holidays and a varied schedule.
• At least two years of previous experience in hotel sales is required.
• A true desire to understand and anticipate the needs of others in a fast-paced environment.
• Candidates should be extremely creative, innovative, detail oriented, and organized.
• Refined verbal and interpersonal skills.
• Strong analytical, organizational, and interpersonal skills.
• Excellent supervisory skills.
• Must be proficient in general computer knowledge (e.g., Outlook, Word, Excel, PowerPoint, etc.)
• A current driver’s license is required to enable you to drive to offsite appointments.

COMPETENCIES:

• Requires knowledge of the principles and practices within the hotel sales profession.  This includes experiential knowledge required for the management of people and/or complex problems.
• Requires excellent communication skills when interacting with management, staff, guests, and third parties that reflect positively on the Company.
• Proficient in communicating in English.  The ability to speak additional languages is a plus.
• Possesses strong computer knowledge and skills related to hotel software systems as well as MS Office.
• Requires advanced reading and writing abilities, which are utilized when completing paperwork, reports, interpreting results, giving, and receiving instructions, and training.
• Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages and variances are required.
• Ability to supervise employees.
• Adaptable to change, new situations, and changes in staffing and procedures.
• Skilled in organizing and prioritizing under pressure in a fast-paced environment.
• Dedication and commitment to excellent customer service.

EDUCATION:

High School degree required, bachelor’s degree in Hotel Management, Food Management, or related field preferred.

HOURS OF WORK:  
A flexible schedule, which includes nights, weekends, and holidays, is required to adjust to the changing needs of business operations.

TRAVEL:

Occasional travel may be required.

OTHER DUTIES:  
The purpose of this job description is to summarize the primary job functions and responsibilities of this position; it is not intended to be an all-inclusive list. Therefore, employees will be expected to perform additional duties as assigned by their supervisor or their supervisor’s designee. Duties and responsibilities may change at any time with or without advance notice.

WORK ENVIRONMENT:

This job operates on a large campus with multi-story buildings and uneven outdoor areas (e.g., steps, ramps, and gardens) that are open to the elements and changing weather conditions.

This position requires regular interaction with staff and members of the public.  In addition to POS system equipment and standard office equipment such as computers, phones, calculators, photocopiers, etc.  Noise levels will occasionally be high due to equipment, movies, musical and theatrical performances, and other factors.

PHYSICAL AND MENTAL DEMANDS:

• This position requires the ability to navigate throughout a large campus with indoor and outdoor work and event spaces.
• 100% mobility is required to reach all areas of the hotel and campus.

Occasional      (1 – 33% of the time)

Frequent          (34 – 66% of the time)

Constant          (67 – 100% of the time)

C = Requires standing, bending, twisting, kneeling, crouching, stooping, walking, repetitive movement and using hands to handle, control, or feel objects, tools, or controls.

C = Requires the ability to pull, push stand, sit, stoop, bend, reach, move or carry equipment.

C = Requires close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust and focus.

C = Requires the ability to lift and/or move objects 25 lbs.

F = Requires working outside in all types of weather conditions.

Qualifications