Conference Services Manager

Job Duties And Responsibilities

• Responsible for learning the hotel brand and strategy
• Upon receipt of Group Turnover from Sales Manager, manage program communication and logistics from pre-arrival through post-departure
• Manage Definite group blocks and events in hotel sales system (Delphi)
• Monitor group room block cutoff dates; provide reminders to clients of room block pick up, cutoff dates, contracted minimums, and rooming lists
• Create group Booking Links or enter group Rooming Lists as required
• Group billing, including but not limited to: collect advanced deposits, setup group routing as requested by client, create cost estimates for client, settle final billing after group departs
• Consults with clients to assess and understand their needs for event; areas of discussion and consultation to include audio/visual, outside vendors, shipping & handling, staffing, confirmation of agenda and meeting room usage, hospitality suites, upgrades, catering, signage, off site events, music, security, display areas, outside vendors and other specialized requirements
• Completes Banquet Event Orders (BEOs) and Resumes for all clients/definite bookings as assigned. Detailing to include group purpose, room/suite types, block/pickup, rates and special hotel negotiations, VIP's, meeting and recreation agenda, AV, accounting, and all special instructions to operational departments of hotel
• Acts as a liaison between hotel and groups, ensuring meeting space is appropriately set up and handles any special client requests and activities on or off-site
• Plans and conducts pre-convention & post-convention meetings, as requested by client
• Drives customer loyalty in order to grow share of the account by delivering service excellence throughout each customer experience
• Provides advice to clients on all aspects of hotel facilities and services when proposing and contacting groups and events
• Negotiates food and beverage, function space, room rates, and hotel services that meet or exceed hotel revenue goals
• Achieve all predetermined sales goals for revenue and sales activity
• Ensure all pertinent aspects of customer communications are complete and documented
• Conducts tours of the hotel and banquet facilities; entertains qualified potential clients in accordance with company and property policies and procedures
• Provide prompt and accurate responses to all client requests
• Consistently meet or exceed sales goals including predetermined revenue and sales activity
• Maintains awareness of local competitors and compares their operations with his/her own
• Completes daily/weekly/monthly reports as directed by the DOS/GM
• Perform various other duties as assigned to meet business objectives

Education And Experience

• Minimum of High School education, post-high school education preferred
• Minimum of three (3) years in hotel or conference Catering/Sales Knowledge, Skills And Abilities
• Ability to communicate effectively verbally and in writing
• Excellent listening and problem-solving skills
• Ability to exceed expectations of guests and team members
• Negotiating Skills
• Strong computer skills
• Must have flexible work hours that may include evenings, weekends, and holidays