Conference Services Manager

POSITION OBJECTIVE

Manage, coordinate, and execute group assignments turned over by the Sales Department. Monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage and special concessions. Effectively communicate to all hotel departments the information necessary to successfully execute the group's needs while maintaining a strong internal and external client relationship.

ESSENTIAL JOB FUNCTIONS

Maintain strong client relations and ensure that conference services specifications are communicated and executed for a successful experience for our internal and external clients.

• Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary.
• Review sales contracts as well as other important information, i.e., room block, cut‑off date, special concessions and attrition clauses and validate with client via turnover letter.
• Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.
• Produce and distribute convention resume two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments, or as directed by the department's policies and procedures.
• Distribute BEOs for group and affiliates 10‑14 days prior to events, or as directed by the department's policies and procedures.
• Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business within a 5% variance.
• Check sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changes.
• Participate in site visits and plan meetings for upcoming groups and potential affiliate business.
• Verify credit information submitted in account management software system at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure.
• Participate in Pre/Post‑Convention meetings and review bill with client.
• In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:
• Introduce and recommend house vendors as preferred vendors as determined with the revenue goal of the hotel.
• Establish checklist trace dates using appropriate Ivvy.
• Generate VIP, transportation, hotel activity, offsite event and amenity forms/details as required.
• Maintain clear and open communication with all hotel operating departments.
• Maintain good working relations with preferred vendors of the hotel.
• Maintain up‑to‑date information on program, food and beverage events in hotel's inventory management system.
• Attend all department, hotel and client meetings as necessary.
• Provide on‑going training and support for the department and the hotel as needed.

EDUCATION/EXPERIENCE

• High School graduate or G.E.D. equivalent
• Candidate must have a minimum of 2-3 years of previous conference services experience in a luxury resort or hotel.

REQUIREMENTS

• Must be able to work in a catering/conference services office environment and work continuously with all operational departments.
• Most tasks are performed independently or in a team environment with the employee acting as team leader.
• Knowledge of luxury hotel competitive market.
• Position requires flexibility in scheduling, must be able to work morning, evenings, weekends and holidays.

SKILLS

• Exceptional organizational, interpersonal, clear verbal and written communication skills.
• Other skill sets include: knowledge of Microsoft Office, Ivvy and Meeting Matrix.
• Candidate must have attention to detail, be able to multi-task, must possess the ability to work in a fast paced environment, experience handling customer service issues and be a team player.
• Extensive knowledge of current food and beverage trends, meeting room capacities, banquet set-up, audio-visual and any other pertinent details as they relate to function room set-up both on and off site.
• Make business decisions based on reports and facts, as well as on experience and personal insight.
• Must have sufficient computer skills that allows the individual to be able to use, in a proficient manner, all Salamander Hotels & Resorts issued software programs including but not limited to: Microsoft Office, Powerpoint, Excel, Ivvy

PHYSICAL DEMANDS

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties this job, the employee is regularly required to stand; walk' use hands to finger, handle or feel; reach with hands and arms; stoop, kneel, crouch; talk and hear. The employee must be able to lift and move up to 25 pounds. The employee must be able to see differences in widths and length of lines such as those on graphs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ENVIRONMENTAL CONDITIONS

Inside and outside depending on the location(s) of the events.

WORK ENVIRONMENT

• Must be able to work effectively in a stressful environment, communicate with others, effectively deal with customers and accept constructive criticism from supervisors
• Must be able to change activity frequently and cope with interruptions

Availability for AM/PM, late nights, weekends, holidays, and evenings is required; schedules are driven by in-house events associated with this role.