Conference Manager

Urgo Hotels; Montreal; On-site; CAD 60,000 - 90,000; Full time

Job summary

Urgo Hotels is seeking a Conference Manager for AC Hotel Old Montreal, a Marriott property in the heart of Old Montreal. The role oversees end-to-end group operations, coordinating with front desk, housekeeping, and F&B to ensure timely execution of events and accurate billing.

Reports to the Director of Sales and Marketing and works on-site in Montreal. Strong organizational, communication, and bilingual skills are essential, with familiarity in Marriott systems considered an asset.

Qualifications

• Strong organizational skills and rigor.
• Ability to manage multiple files simultaneously.
• Excellent communication skills across teams and clients.
• Bilingual French/English required.
• Knowledge of Marriott systems is an asset.

Responsibilities

• Group File Setup: Create groups in PMS/MARSHA/Delphi; verify contractual information; set up reservation links and inventory tracking.
• Financial Management and Deposits: Prepare and send proformas; track deposit timelines; follow up on payments; coordinate with Finance.
• Event Coordination and Preparation: Produce BEOs within timelines; develop and distribute Group Resumes; verify operational information; track rooming lists and client requests.
• Internal Engagement and Communication: Organize group meetings and BEO meetings; communicate with front desk, housekeeping, F&B; track pre-arrival actions.
• Pre-Arrival and Stay Tracking: Prepare group arrivals (room assignments, VIP, special requests); daily coordination during stay; manage last-minute requests.
• Departure and Post-Stay: Verify final billing with Finance; close group files; attribute Bonvoy points; update Delphi and client notes.
• Assume all other related responsibilities necessary for the department's proper functioning and success of group events

Skills

Organizational skills

Multitasking

Communication

Bilingual French/English

Marriott systems knowledge

Tools

Marriott systems

Job description

Establishment Presentation

Located in the heart of Old Montreal, the AC Hotel Old Montreal is a 124-room boutique hotel, a member of Marriott International. The establishment offers a modern and streamlined experience, suited to business and leisure clientele, and benefits from a strategic location near the Convention Centre and the Old Port.

Position Objective

The Conference Manager is responsible for the operational management of groups, from contract signature to client departure. They ensure complete coordination of group operations, adherence to timelines, and communication between departments.

Reports to the Director of Sales and Marketing

Main Responsibilities

Group File Setup

• Creation of groups in systems (PMS, MARSHA, Delphi)
• Verification of contractual information
• Setup of reservation links and inventory tracking

Financial Management and Deposits

• Preparation and sending of proformas
• Active tracking of deposit timelines
• Client follow-up to ensure payment compliance
• Coordination with the finance department

Event Coordination and Preparation

• Production of BEOs (Banquet Event Orders) within required timelines
• Development and distribution of Group Resumes
• Verification of operational information accuracy
• Tracking of rooming lists and client requests

Internal Engagement and Communication

• Organization and facilitation of group meetings and BEO meetings
• Communication with operational teams (front desk, housekeeping, food and beverage)
• Tracking of pre-arrival actions

Pre-Arrival and Stay Tracking

• Preparation of group arrivals (room assignments, VIP, special requests)
• Daily coordination with departments during the stay
• Management of last-minute requests

Departure and Post-Stay

• Verification of final billing with finance
• Closure of group files
• Attribution of Bonvoy points after the stay
• Update of systems (Delphi, client notes)

And assume all other related responsibilities necessary for the proper functioning of the department and the success of group events

Desired Profile

• Sense of organization and rigor
• Ability to manage multiple files simultaneously
• Excellent communication skills
• Bilingual French / English
• Knowledge of Marriott systems (an asset)

Source: Urgo Hotels & Resorts Canada