Conference Services Manager

The Conference Services Manager coordinates all requirements for various conference groups booked by the Sales Department. They are responsible for enforcing the terms of sales letter of agreement and guiding meeting planners through the planning process. They communicate the needs and expectations of the client with all departments in the hotel. They ensure successful execution of group and client satisfaction.

ESSENTIAL FUNCTIONS :

list of 8 items

• Negotiate with clients through the use of creative and attractive menu presentations and event proposals, to achieve both maximum revenue/profit potential and fulfillment of contractual responsibilities while satisfying client needs.
• Coordinate with the Sales Department and Catering to insure proper utilization of function space to yield maximum revenues.
• Finalize the requirements of confirmed bookings while maximizing revenue potential through up selling and ensuring effective communication both written (Resumes, BEO, Daily Reports) and personal contact with all departments for the success of the event. Maintain an active trace/follow-up system. Ensure accuracy of Banquet Checks and provide bill review on completion of program or event.
• Supervise the execution of banquet events. Review all function space with banquet manager and when necessary head house attendant. Ensure satisfaction of client at the outset of all events.
• Plan and/or attend and/or participate in meetings with hotel staff and clients, including but not exclusive to: Morning Operations Briefing, Morning CS Briefing, Resume Meeting, Banquet Event Order Meeting, Sales Meeting Pre-Convention Meetings, Bi-Monthly Board of Operations, Planning Visits, and Menu Tastings.
• Make timely and impromptu decisions, which balance client’s needs with the financial, safety and staffing goals of the hotel.
• Find solutions to the inevitable challenges and glitches that arise while groups are on property and keep Director of Conference Services and Planning Committee promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken where appropriate.
• Maintain knowledge of hotel facilities, capacities and dimensions of meeting space and basic operational needs of all operating departments. list end

NON-ESSENTIAL FUNCTIONS :

list of 3 items

• Assist with all guest inquires within the sales, marketing and catering department, including assistance with high telephone volume and walk-in site inspections.

Minimum Qualifications:

• Education: Bachelor’s Degree / CMP Certification preferred
• Experience: 2 to 3 years experience directly related to hotel conference services.
• Excellent reading, writing & oral proficiency in the English language.
• Good organizational skill.
• Attention to detail.
• Ability to multitask
• High level of creativity
• Ability to work long and irregular hours, weekends, and evenings.
• Able to negotiate, organize, delegate & work under pressure
• Basic knowledge of audio-visual equipment and Internet technology – helpful.