Conference Service Supervisor

Pyramid Global Hospitality

Welcome to Pyramid Global Hospitality, where people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a people-first culture is reflected in our approach to employee development, employee benefits, and our dedication to building meaningful relationships. Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers. Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.

Location Description

The David Rubenstein Forum is a university-wide facility for scholarly and academic discourse on campus. The venue supports and promotes inquiry, the open exchange of ideas, and the power of academic, interdisciplinary convening. The Forum is located at the intersection of East 60th Street and Woodlawn Avenue. It serves as a place where scholars gather and exchange ideas through activities that range from talks and workshops to multi-day conferences that span academic disciplines. The facility provides spaces and amenities that are not currently available on campus, including highly collaborative, well-appointed meeting and event rooms commensurate with the types of conferences, special events, workshops, and meetings that the University faculty and academic departments host. The building has a sustainable design target of LEED Gold.

Qualifications

Basic Function

The Conference Services Supervisor is the main liaison between the sales/venue operational departments and the client. As primary contact for clients, this role is responsible for the total coordination and servicing of the client's program, including all on-site events, meal functions, billing sourcing on accommodations, décor, and any other additional event requests. The Supervisor must display the ability to generate theme concept designs, and act as a creative source for staging unique events. The Supervisor must be adept at solving conflicts which may arise through the sales and coordination processes.

Qualifications

Education, Knowledge, Training, & Work Experience

Essential Functions:

• Effectively up-sells throughout the pre-event and event phase.
• Manages all aspects of the assigned group's event when on property and prior to arrival.
• Communicates with client to ensure that the proper space is blocked – communicate any changes to Sales Managers to ensure sales manager is aware of all updates.
• Organizes and conducts pre- and post-event meetings for assigned groups when requested by the client or venue.
• Obtains Direct Billing code from client/accounting prior to cut-off date, to ensure proper billing is established.
• Collaborate with Sales Managers to identify any billing changes or updates.
• Obtain contracts & BEOs, monitoring cut-off dates, billing procedures and event details by the assigned due date and in accordance with the sales contract.
• Manage requests for additional space (needs) by coordinating with Sales Manager to quote the prevailing rate.
• Educates clients on the value of the space above and beyond their contract.
• Advises client of their contractual obligations as it relates to the performance of their program, while managing the potential attrition and food & beverage minimum commitments as outlined in the contract.
• Maintains all group files after the contract is signed and the group is turned definite by the Sales Director.
• Upon receiving the file, reviews the program as noted on the Delphi recaps and checks to see that it is correctly noted in the system and corresponds with the signed contract.
• Discusses necessary changes with Sales Manager.
• Creates and distributes Banquet Event Orders no more than 10 days prior to function date (excluding last-minute bookings & changes). All banquet event orders must be signed by the client prior to the event.
• Attend and participate in bi-weekly Sales meetings.
• Responsible for working with the culinary team and clients on any food & beverage needs or special requirements.
• Works closely with AV & Operations teams to effectively create a proper plan for client's events.
• Responsible for the creation and distribution of Banquet Event Orders (BEO) including pop-ups and revised BEOs, in a timely manner.
• Assist in fielding all phone inquiries pertaining to Sales and Events.
• Maintains accurate and neat files of each group's final program food and beverage consumption, attrition, no shows and final pick-up for future reference and back up.
• Displays knowledge of meeting room configuration, dimensions, and capacities.
• Works with clients to educate them on preferred room sets and create floor plans to establish feasibility of the set.
• Create diagrams with assistance from the operations team to determine best set up of event spaces for both the clients' needs and ease for operation.
• Advises loading dock of anticipated deliveries.
• Coordinates transfer of boxes to and from meeting rooms.

Core Responsibilities

The responsibilities of the Conference Services Supervisor reflect our dedication to precision, personalization, and partnership:

• Client Experience Leadership
• Program Stewardship
• Revenue & Relationship Building
• Operational & Administrative Execution
• Institutional Collaboration & Standards

Marginal Functions:

Ability to work any assigned shift/work schedule.

Any other task, written or verbal, assigned by Management.

Compensation Range

The compensation for this position is $28.00/Hr. - $28.00/Hr. based on qualifications and experience.