Conference Services Manager

Who We Are Hotels done differently. It’s not just a slogan it is who we are in everything we do. We believe in the power of People, Place and Character; ensuring our properties are a place where individuals are valued and celebrated as a tribute to the neighborhoods and the people of the communities in which we operate; elevating our associates’ pride in who they are, where they live and who we serve. Soulful, sophisticated, and avant-garde, the Jasper Hotel serves as Fargo’s social hub for cultured locals and modern travelers looking to connect, discover and indulge, the intersection of luxury and community. Redefining hotel luxury in North Dakota, this new build has 6,000 square feet of flexible space, 125rooms and features Rosewild Restaurant, a signature lobby lounge, and a café. Who You Are Your experiences have led you to understand that there is an art + science to the how and what a sales team member is responsible for; the passion to understand and support the direction of the business and the importance of knowing how people and clients drive the success of the company. You are an energetic, motivated self-starter with strong communication skills. You love problem solving and partnering with team members on how to fix the root causes of issues. You continually find ways to partner with your peers to identify how to improve the Sales team you are in. THE ROLE The Conference Services Manager (CSM) reports to the Director of Sales. This role requires the tenacity to create memorable experiences and unique events within our event spaces. If you are known to have the grit that is associated with an entrepreneurial spirit, then we invite you to your next career opportunity. This position will oversee all aspects of the details surrounding any group and/or events taking place in the hotel. An organized, detailed, and structured approach is required as you work alongside our operations team to flawlessly set up an event to provide the best-in-class experience for our clients and planners. The CSM will prepare and execute banquet event orders and resumes to always ensure quality product delivery and customer satisfaction. The CSM will serve and assist in coordinating all function details with clients and meeting planners to include but not limited to space requirements, meeting times, equipment, menus, billing, etc. You will quickly develop trusting relationships with clients, vendors, planners, and employees of the hotel. As a team member within Aparium Hotel Group you will work with a phenomenal group of peers who insist that you are collaborative, humble, experienced, and open-minded – no egos are allowed. What You Will Do Uphold and role model the company’s principles of People, Place and Character; and ensure direct reports are also modeling the way of our values that drive collaboration, intuition and translocal hospitalityYou are the key Liaison between the hotel and client / planner. You will review and detail all the client’s needs to ensure the successful execution and flow of contracted programs including but not limited to banquet event orders, all food and beverage, and meeting needs, rooming lists, ground transportation, special room service needs, group resumes, master account billing, audio visual and box handlingCreation and management of all Banquet Event Orders (BEO’s) and management of the Delphi SystemYou lead Resume & BEO meeting to effectively coordinate with various departments and prepare and update group resumes for internal teamsOversee the following items based upon Sales team deployment (Group, Corporate Rooms Only, Corporate Catering when less than or equal to 20 attendees)* subject to revisionMeet and greet client, oversee a formal pre-con or informal needs review with appropriate hotel stakeholders Communicate with team and inspect that all details are correct and represent clients’ expectation to the hotelClose out file by checking billing vs. menus and contract terms. You will work with accounting on any adjustments post-meeting and ensuring the billing is correct and aligned in the Delphi system. Problem solving with other departments as needed to service the business at the hotel, e.g., groups that have outgrown confirmed space by identifying other options the hotel has to offer. Build and maintain a trusting and transparent relationship with your clients and planners to create memorable experiences that meet and exceed their stated or unstated needs, know any request is never too small or too big of a request. On an ongoing basis, review function space blocking to maximize client flow and revenue optimizationWork to upsell events to achieve higher B&C revenues, AV, and additional needs for clientAssist in annual competitive analysis of banquet costs, development of new menus, food and beverage minimums, and meeting rental costsConduct client site inspections and coordinate tastings for eventsBe aware of the overall set up and implementation of events and meetings and ensure set up team is aware of any specific requests from clientDaily Servicing responsibilities:Event coordination for all booked eventsWhen applicable update the booking’s Deposit Schedule upon confirmation of collectionCreating Banquet Event OrdersDistribute BEO Packet and Participation in BEO MeetingCreate Group ResumesDistribute Group Packet and Participation in Resume MeetingIn partnership with Finance present and reconcile Group BillingCommunication of Daily Events to the operations team Daily Reconciliation of DRR against Delphi vs ActualsProactively communicate with relevant departments to ensure proper servicing of accountsFollow your instinct and use your best judgment to create experiences for guests that are thoughtful and genuineProvide undivided attention to each guestDemonstrate a high degree of drive and determinationWork cooperatively with other people to achieve a common goal in the best interest of the hotelCurate and detail all on-property hotel events. Meet tight deadlines while working in a very fast-paced environment while under considerable stress. Perform other services and duties as requested by the Director of Sales and/or hotel General Manager in support of a successful operation What You Will Need Minimum of two (2) years of hospitality in either Catering, Convention, Conference or event servicing experience within a boutique or luxury hotelDelphi system knowledge, preferred but not requiredFlexible in being present during events that occur in the evening or during weekendsBachelor’s degree in related field of Hospitality Management or equivalent work experienceAdaptable interpersonal skills to communication and address all employee levels of the hotelProfessional proficiency of the English language in reading, writing and verbal communicationDemonstrated experience in forming local connections, developing business and achieving sales targets. Proficiency in Microsoft Office applications such as Excel, Outlook, PowerPoint, Word, etc. As an Equal Opportunity Employer, Aparium Hospitality Services celebrates diversity and is committed to creating an equitable and inclusive environment and sense of belonging. We do not discriminate and believe every individual should be proud of who they are, where they come from and take pride in who we serve.