Conference Concierge

BHC; United States; On-site; USD 38,000 - 52,000; Full time

Job summary

BHC is seeking a Conference Concierge to support daily operations of events and meeting space. You will work under the Director of Catering and Conference Services to handle administrative duties and ensure client satisfaction across group room blocks.

The role involves coordinating with hotel staff, preparing BEOs, and assisting in group events, with emphasis on delivering top-notch service and timely information to clients and departments.

Qualifications

• Previous experience in events preferred.
• Strong attention to detail.
• Demonstrated aptitude for problem-solving and problem identification.
• Must effectively manage and adhere to daily/weekly/monthly deadlines.
• Ability to manage multiple tasks and responsibilities at once.
• Ability to operate in a team environment and develop relationships cross-divisionally.
• Excellent written and verbal communication skills.

Responsibilities

• Create daily signage for incoming groups.
• Participate in pre-cons, post-cons (if necessary), and weekly tie-down meetings to review Banquet Event Orders.
• Liaise with the Hotel Staff including the conference Services Manager, Catering Manager, Group Sales Managers, and Banquet Department to plan special requests for clients and special events.
• Arrange introductions between the client and related staff.
• Monitor changes to weekly forecast information; ensure that accurate information is communicated to respective departments on a timely basis to best service the client.
• Welcome and meet with group contact upon arrival at the function and ensure guest satisfaction.
• Responding to telephone inquiries by determining clients’ needs and specifications for referral to Catering Sales Managers and/or Conference Services Managers.
• Establishing rapport with Conference Services clients and functions as liaison.
• Ensuring that all filing systems are maintained according to SOP Handle all photocopies, faxes, scanning, and distribution of BEOs and group Resumes, and gather and organize all materials for daily/weekly/monthly reports.
• Responsible for assisting Conference Services Managers during the execution of Group Events.
• Responsible for Special projects as assigned by Conference Services and Catering Managers.
• Support the sales efforts of the department with emphasis on the conference services segment.
• Position is responsible for all administrative duties for the Conference Services Manager. Responsibilities include group correspondence, revision of Banquet Event Orders, guarantees, and various other administrative duties as requested by Management.

Skills

Event coordination

Attention to detail

Problem solving

Deadline management

Multitasking

Team collaboration

Written and verbal communication

Job description

While no job description can possibly provide a comprehensive list of job duties, the following is a summary of the major responsibilities for the position. The Conference Concierge, at BHC is responsible for assisting in the daily operations of our events and meeting space and group room blocks to ensure overall client satisfaction. This individual will report to the Director of Catering and Conference Services and handle all administrative duties as assigned by the Conference Services Department.

Responsibilities

• Create daily signage for incoming groups.
• Participate in pre-cons, post-cons (if necessary), and weekly tie-down meetings to review Banquet Event Orders.
• Liaise with the Hotel Staff including the conference Services Manager, Catering Manager, Group Sales Managers, and Banquet Department to plan special requests for clients and special events.
• Arrange introductions between the client and related staff.
• Monitor changes to weekly forecast information; ensure that accurate information is communicated to respective departments on a timely basis to best service the client.
• Welcome and meet with group contact upon arrival at the function and ensure guest satisfaction.
• Responding to telephone inquiries by determining clients’ needs and specifications for referral to Catering Sales Managers and/or Conference Services Managers.
• Establishing rapport with Conference Services clients and functions as liaison.
• Ensuring that all filing systems are maintained according to SOP Handle all photocopies, faxes, scanning, and distribution of BEOs and group Resumes, and gather and organize all materials for daily/weekly/monthly reports.
• Responsible for assisting Conference Services Managers during the execution of Group Events.
• Responsible for Special projects as assigned by Conference Services and Catering Managers.
• Support the sales efforts of the department with emphasis on the conference services segment.
• Position is responsible for all administrative duties for the Conference Services Manager. Responsibilities include group correspondence, revision of Banquet Event Orders, guarantees, and various other administrative duties as requested by Management.

REQUIRED SKILLS & EXPERIENCE:

• Previous experience in events preferred.
• Strong attention to detail.
• Demonstrated aptitude for problem-solving and problem identification.
• Must effectively manage and adhere to daily/weekly/monthly deadlines.
• Ability to manage multiple tasks and responsibilities at once.
• Ability to operate in a team environment and develop relationships cross-divisionally.
• Excellent written and verbal communication skills.

PHYSICAL CAPABILITIES:

The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to communicate clearly in person, by phone, and in writing.
• Ability to move between BHC properties and office locations as needed.
• Occasional lifting or carrying of materials, binders, or supplies up to 30 pounds.

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

BHC is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and are not based on race, color, sex (including pregnancy, childbirth, and related medical conditions), citizenship status, national origin, ancestry, gender identity or expression, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, uniformed service, political affiliation, genetic information, or any other factor or characteristic protected by applicable law. BHC participates in E-Verify.