Conference Services Manager

Description

RESPONSIBILITIES: Manage the day to day operation of the Conference Center, Business Center and other conference spaces, ensuring all standards are kept. Manage the process of coordinating, and executing the group assignments turned over by the Sales Department. Monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage and special concessions. Manage all duties associated with the guest experience in the hotel resulting in return groups.

DUTIES:
• Reports to work dressed in proper attire and on time as outlined in the employee handbook.
• Maintain Hotel Service Standard, IACC and Conference Center Standards. Develop strong client relation and ensure that conference specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.
• Roll model for entire staff with regards to Conference Services Department commitment to offer dedicated service. Constantly strive to maintain or exceed the standards set by management through training and supervision of Team members.
• Monitor and manage room blocks according to contract, utilizing information given by clients to maximize hotel revenue, including up sell programs making adjustments as necessary. Partner with Revenue Manager in all required decision making.
• Produce and distribute convention resume two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments. Establish weekly resume review meeting attended by all pertinent departments.
• Ensure flexibility in scheduling and staffing in accordance to business levels and staffing guidelines.
• Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.
• Maintain inventories on all equipment, insuring that all is kept up to standard, repairing when necessary, ordering additional supplies as needed, planner sales kits, etc.
• Distribute BEOs for group and affiliates 10-14 days prior to events.
• Verify credit information submitted to Accounting at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure.
• Participate in Pre/Post-Convention meetings and review bill with client.
• Maintain working knowledge of sleeping and meeting room capabilities and insure that the entire conference services staff is aware and understand the same.
• Insure that each group’s meeting planners are greeted upon their arrival at the Hotel by a member of the conference services department
• Maintain close contact with groups in house to ensure all needs are met during their conference.
• Insure that good working relationship is always in place with all conference center departments and conference services staff.
• Constantly review conference services provided, conference amenities and all conference center policies to insure up-to-date competitive position in the market.
• Perform on special projects as requested.

This Job Description is an overview of daily responsibilities you are required to perform. Management has the right to add or delete responsibilities as they occur.

NOTE: This hotel operates seven days a week, twenty-four hours a day and that holidays such as Christmas, New Years, Easter, Mother’s Day, Thanksgiving, Fourth of July or any other holidays are normal working days. Business levels will determine the amount of hours you work. Understand that you may be asked to work in other departments in a related position as required. Management retains the discretion to add and/or change the duties of this position at any time.

Qualifications

TO DO THIS KIND OF WORK, YOU MUST BE ABLE TO:

PHYSICAL DEMANDS: Lift 20 pounds maximum with frequent bending, lifting and/or carrying of objects weighing up to 10 pounds. Required walking or standing to a significant degree.

MATH SKILLS: Requires mathematical development sufficient to be able to: Apply fractions, percentages, ration and proportion.
LANGUAGE SKILLS: Communicate effectively in English (both written and orally) with other employees, guests or vendors as needed. Must be able to read and comprehend written information. A second language skill is highly desirable.

SPECIFIC VOCATIONAL PREPARATION:
AN OCCUPATIONALLY SIGNIFICANT COMBINATION OF: VOCATIONAL EDUCATION, APPRENTICE TRAINING, ON THE JOB TRAINING, OR ESSENTIAL EXPERIENCE IN LESS RESPONSIBLE JOBS WHICH LEAD TO THE HIGHER JOB OR SERVING IN OTHER JOBS

TO DO THIS JOB YOU MUST HAVE THE FOLLOWING LICENSES OR CERTIFICATIONS BEFORE BEING HIRED:
High School Diploma or equivalent required. 4 year college degree or equivalent guest service experience and management.

TO DO THIS JOB YOU MUST HAVE THE FOLLOWING AMOUNT OF TOTAL EDUCATION AND/OR EXPERIENCE:
Minimum 2-4 years experience in Catering Sales/Conference Service, Banquet Service Management & or culinary training/production in a mid-sized deluxe property.

Salary : $55,000 - $60,000