Conference Services Manager

Conference Services Manager

The Conference Services Manager is responsible for coordinating and supervising assigned group business after it is booked by the sales department, and through completion of the event or function, while maintaining profitable operations and high-quality products and service levels. He/she is expected to market ideas to promote business; reduce employee turnover; maintain revenue and payroll budgets; and meet budgeted productivity while keeping quality consistently high. The Meeting Services Manager is also responsible for acting as a liaison between client and operating departments to ensure a successful meeting and to generate repeat business.

Responsibilities:

• Anticipate client and individual guest needs associated with execution of event
• Resolve complaints and requests to client satisfaction.
• Maintain complete knowledge of daily scheduled group functions, times, locations, amount of people and specified requirements.
• Review sales and labor costs for previous day; resolve discrepancies with Accounting. Track actuals against budget.
• Manage group room blocks up until contracted "cut off"
• Prepare accurate deposit invoices
• Review final bill for completeness and accuracy.
• Prepare and distribute, in a timely manner, accurate Banquet event orders.
• Keep immediate supervisor fully informed of all problems or matters requiring his/her attention.
• Prepare and submit required reports in a timely manner.
• Follow up on all turnovers within 24 hours via telephone and within 3 days with written correspondence.
• Know meeting room setups and capabilities.
• Know sleeping room configurations and types.
• Respond to requests by Meeting Planners immediately.
• Use the Partnership Agreement to meet client needs.
• Have comprehensive knowledge of all operational departments within the hotel; guest services, reservations, housekeeping, audio visual, switchboard, accounting, restaurants, bars, and engineering.
• Interact with outside planners, vendors for event setup.
• Maintain pricing integrity and propose upscale menus for clients.
• Create, review and revise rooming lists and VIP lists.
• Manage existing accounts and follow up with client re-solicitation to capture future business.
• Work with other F&B managers and keep them informed of F&B issues as they arise.
• Manage the function book and adjust space in order to ensure maximum potential revenue.
• Be visible on the floor and assist staff as needed during functions.
• Be involved in and/or conduct departmental and hotel training (One-to-One Training, etc.)
• Plan and execute holiday and special events in conjunction with the Director of Catering.
• Use feedback from Meeting Planner evaluations to improve service and quality.
• Participate in required M.O.D. program as scheduled.

Qualifications:

• At least 2 years of progressive experience in a hotel or a related field; or a 4year college degree; or a 2year college degree and 1 or more years of related experience.
• Must be proficient in Windows, Company approved spreadsheets and word processing
• Flexible and long hours sometimes required.
• Medium work Exerting up to 50 pounds of force occasionally, and/or 20 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

General Requirements:

• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be able to listen to, understand, and clarify concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Participate in M.O.D. coverage as required.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which include wearing nametags.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to maintain confidentiality of information.
• Perform other duties as requested by management.