Conference Services Manager

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Job Summary

Sales & Conference Services Manager provides a wide range of support to the Sales & Marketing department, a significant revenue-generating department within the Hotel.  This position assists the effort to identify, recruit, secure and execute business at service levels commensurate with the expectations of our guests, General Manager and Ownership. Therein, the position strives to embrace the overall goals and values of the property.

As Conference Services Manager you are responsible for booking catering events for the hotel and servicing group events that have been booked by others. Dealing with group business and private individual clients, you will be responsible for planning all details of an event and managing client requirements to ensure that events run smoothly, and accounts are kept in order for a seamless follow-up after all events.

Specific Duties and Responsibilities

  • Supports the Director of Sales, Sales Manager and Conference Services Manager with all Sales & Conference tasks as outlined.
  • Assists in meeting quarterly group banquet revenue goals established by hotel management.
  • Works closely with Sales Manager and Director of Sales to ensure all group details are executed in accordance with contractual agreements.
  • Continually evaluates business opportunities with goals, objectives and interests of hotel as first priority.
  • Provides response to client questions, requests, and complaints in a timely manner.
  • Supports other departments and or Sales Manager in resolving group related customer service issues quickly and to the satisfaction of the client.
  •  Understands that at times long hours may be required including weekend hours, particularly in peak seasons and as needed based on business levels.
  • Conducts timely follow-up with all departing groups.
  • Continually meets/welcomes planners/group contacts upon arrival to hotel.
  • Regularly offers and conducts pre-con meetings for arriving group and banquet clients.  Involves relevant internal departmental staff when needed.
  • Regularly checks in on groups to ensure program/event is exceeding client’s expectations.
  • Stay’s active in local business community through participation in Chamber of Commerce and other community outreach events as required.
  • Performs duties and initiatives without being prompted.
  • Strives to improve sales/conference service processes on a continuing basis.
  • Communications with clients are clear, concise, and meaningful.
  • Works as a liaison between client and internal departments to ensure client’s needs and event specific details are carried out and expectations are exceeded.
  • Regular prepares and distributes Banquet Event Orders and Group Resumes and ensures mentioned documents are as detailed as possible, communicating all relevant information agreed upon with client and contractual obligations are met.
  • Continually evaluates business opportunities with goals, objectives and interests of hotel as a first priority.
  • Understands the importance of organization, prioritization, and multitasking in relation to job efficient and effective job performance.
  • Maintains detailed and organized booking notes in Visual One sales software. 
  • Leads weekly BEO meeting and attends weekly departmental staff meeting.
  • Returns all client calls/emails by end of business day in which communication was received.
  • Displays a positive and professional image to the customer at all times, maintains composure during difficult situations.
  • Works directly with Food & Beverage Director and Executive Chef in formulating new and upgraded menu packages.
  • Ensures that group/banquet final bills are accurate and sent out in a timely manner.
  • Continually looks for opportunities to upsell through menu, activity planning, and use of hotel’s ancillary services, to maximize revenue.
  • Performs local sales calls and attends local events as directed by Director of Sales.
  • Performs duties and responsibilities thoroughly and reliably
  • Encourages team work at all times within the sales department.

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