Conference Service Manager

Reporting to the Director of Sales and Catering Manager, the successful candidate will be responsible for selling meeting and banquet event space, interacting with clients and coordinating all function details. Responsibilities will also include ensuring that event orders/contracts and post-sale follow-ups are completed. Applicants will work closely with the banquet department as well as all other departments to fulfill event requirements.

Primary Responsibilities:

• Plan and coordinate meetings, conferences, exhibit shows or other special events and activities with accuracy and detailed communication outlines for the client and hotel departments, providing the appropriate memos, Banquet Event Orders, Group Profiles and other communications as necessary.
• Meet with clients to finalize and ensure all details related to their event are arranged including menu planning, meeting room set-up, A/V equipment, billing and any other requirements function details, maximizing the revenue potential for the hotel, while serving the needs of the client.
• Maintain accurate and current space (room) blocks in the group function log, observing proper turnovers and releasing space appropriately and timely, so to maximize the revenue potential of the hotel through the booking of other business opportunities.
• Utilize the office file system, trace system and general office systems in accordance with the current policies and procedures.
• Utilize Opera and CI/TY systems in compliance with brand standards.
• Co-ordinate and lead pre-conference and post-conference meetings with clients and department heads to ensure open communication and that hotel/brand standards are continually being met.
• Facilitate various weekly meetings with Food & Beverage and Front Office teams to review events for the upcoming groups so that all departments are prepared.
• Conduct site inspections as required.
• Participate in sales and hotel functions as required.
• Handle all guest interactions with the highest level of hospitality and professionalism.
• Follow company’s policies and procedures and is able to effectively communicate them to subordinates.

Note: Other duties as assigned by supervisor or management.

Qualifications:

Education/ Experience: College Degree, extensive work experience or equivalent. A minimum of two years in sales and marketing to include one year of food and/or hospitality related work experience is preferred. Special consideration will be given to those who exhibit exemplary performance.

Certification and/or License Requirement: Alcohol awareness certification as required by local or provincial government agency.

Skills:

• Interpersonal skills
• Sales/ negotiating abilities
• Attention to detail
• Computer skills
• Planning and organizational ability

Working Conditions: Will be required to work evenings and weekends. Will be required to work in fast paced, stressful environment.

Physical/ Cognitive Activities:

This description of physical and mental activities is not intended to describe essential job functions. Rather, its purpose is to give the job applicant a feel for the physical and mental activities of the job to the end that an applicant with a disability can determine whether he or she will be able to do this job either with or without accommodations.

The Conference Services Manager will focus on selling and negotiating conference and banquet services, therefore a significant portion of time is spent speaking, listening, thinking, reasoning, and writing. Mathematical skills, including basic math, problem solving, forecasting, profit/ loss concepts, variances and percentages are often used.

A significant amount of time is spent communicating and interacting with various people inside and outside of the hotel.

Reading and writing abilities are often used when communicating with the hotel outlets and outside contacts when planning menus and services, as well as to document any sales related activity.

A large portion of time is spent detailing catering contracts, conducting tours, meeting and greeting clients and/or meeting and directing with other hotel departments.

Attention to detail is essential. Communication skills must be honed in order for all written information to be legible as this information is read by many staff members.

Organizational Structure:

• Reports to: Director of Sales and Catering

This job description is a general representation of the duties and responsibilities; it may be modified at an individual hotel based upon business necessity.