Conference & Event Manager

Atrium Hospitality LP; San Marcos (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

Atrium Hospitality LP is seeking a Conference & Event Manager for the San Marcos Embassy Suites. The role involves managing event bookings, client communication, and ensuring exceptional service delivery. Ideal candidates will have experience in event services and a passion for creating memorable guest experiences.

Benefits

401(k) plan with company match

Comprehensive Health Coverage

Paid Time Off & Vacation

DailyPay and wellness programs

Tuition reimbursement

Community service and volunteer programs

Qualifications

• Minimum two years of Conference & Event servicing experience or equivalent.
• Proficient in Microsoft Office and industry-specific sales programs.
• Excellent written and oral communication skills.

Responsibilities

• Manage group and event sales bookings, ensuring seamless execution.
• Oversee client communication and banquet coordination.
• Supervise the payment process from deposits to final billing.

Skills

Organizational Agility

Negotiating

Customer Focus

Education

High school diploma or equivalent

Bachelor’s degree in Business Administration, Marketing, Hotel and Restaurant Management, or related major

Tools

Microsoft Office

Delphi.FDC (Salesforce)

Diagramming Tools like Social Tables

Job description

Hotel:

San Marcos Embassy Suites

1001 E. McCarty Lane

San Marcos, TX 78666

Conference & Event Manager

Full time

Atrium SPIRIT - where teamwork, passion and appreciation ignite service excellence

What’s in it for you?

The Atrium SPIRIT is a belief in the power of Service, Perseverance, Inclusion, Respect, Innovation, and Teamwork to create an environment where everyone thrives. We go above and beyond to deliver exceptional guest experiences, work together to overcome challenges, and are passionate about positively impacting those around us.

• Career Growth & Learning - 40% of our management hires are internal promotions!
• Invest in Your Future - 401(k) plan with company match.
• Comprehensive Health Coverage - Medical, dental, and vision insurance options.
• Paid Time Off & Vacation - Enjoy exclusive Atrium Traveler and brand discount programs to explore new destinations
• Perks That Fit Your Life - Enjoy DailyPay, wellness programs, tuition reimbursement, and exclusive discounts on your favorite brands and services.
• Purpose & Impact - Make a difference through Atrium’s community service and volunteer programs.

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.Primary Purpose:

As the Conference and Event Manager, your primary role is to be the bridge between our clients and the hotel operations team. You'll ensure events are detailed and executed seamlessly by managing group and event sales bookings, optimize revenues, and uncover up-sell opportunities while positively impacting our guests, fellow associates, and local communities.

Work Performed:

The Conference and Event Manager (CEM) will be tasked with the following duties, responsibilities, and assignments:

• Client Liaison: Directly communicate with clients to ensure all event documents are comprehensively prepared and finalized using tools and systems provided.
• Banquet Coordination: Oversee the timely distribution of Banquet Event Orders (BEOs) in line with hotel deadlines.
• Upselling & Client Communication: Present clients with potential upgrade opportunities, collect necessary agreements and deposits, and consistently communicate on group arrangements.
• Event Feedback & Management: Partner with hotel staff for pre-and post-event meetings including BEO review, guaranteeing client satisfaction and collating feedback.
• Monitor guest room blocks, ensuring contract adherence and optimizing revenue opportunities.
• Room Management: Monitor guest room allocations to ensure contract compliance while capitalizing on revenue opportunities. Alert clients about potential attrition charges for rooms and F&B if bookings or revenues are projected to fall short of the contract.
• Payment Management: Supervise the entire client payment process, from initial deposits to the final bill.
• Booking & Documentation: Utilize the Hotel Sales & Catering software to meticulously document interactions and attach vital documents such as BEOs, payment forms, diagrams, and agendas.
• Client Engagement: Coordinate on-site tours and virtual client meetings. Be on-hand during key event moments to engage with clients, ensure all details are executed correctly, and address immediate requirements.
• Sales Support: Collaborate with the Director of Events and Director of Sales & Marketing in various sales activities, which include guiding site tours, promoting catering events, and managing BEO documentation.
• Revenue Verification: Regularly audit banquet checks against our sales system to ensure accurate posting of revenues, including items consumed during events.
• Billing Oversight: Review the full bill upon event completion, ensuring alignment with our group closing checklist. This ensures timely and accurate billing by our accounting team.
• Commission and Loyalty Management: Process commission payments using the brand's commission system, award brand loyalty points to meeting planners, and address discrepancies or issues such as group no-shows. Collaborate with the client and front office for any corrective actions. Ensure VIP group reservations are correctly allocated.
• Meeting Participation: Actively engage in the BEO, Group Resume, Pre-Con, Post Con and Group Scrub Meetings, always being prepared to discuss the specifics of any assigned group(s).
• All other duties as required.

Qualifications:

Required Prior Experience:

Minimum two (2) years of Conference & Event servicing experience or two (2) years in hotel Event Services, Banquet, or Group Sales or an equivalent combination of education and experience.

Preferred Prior Experience:

Prior experience with the Group, and/or Local Social Event market segments

Required Education:

High school diploma or equivalent

Preferred Education:

Bachelor’s degree in Business Administration, Marketing, Hotel and Restaurant Management, or related major

Preferred Licenses/ Certification:

Certified Meeting Professional (CMP)

Required Technology:

Proficient in Microsoft Office

Preferred Technology:

Demonstrated experience with industry specific sales and catering programs including Microsoft Office, Delphi.FDC (Salesforce), and/or CI/TY (Marriott), and Diagramming Tools like Social Tables, particularly in detailing.

Banquet Event Orders (BEOs)

Travel:

Less than 20% travel requirement

Must possess a valid driver’s license and reliable transportation and the ability to be available at off property meetings and

events with minimal notice.

Physical:

Up to 8+ hours sitting at a desk and computer work

Other:

Excellent written and oral communication skills.

Competencies:

(38) ORGANIZATIONAL AGILITY

Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.

(37) NEGOTIATING

Can negotiate skillfully in tough situations with both internal and external groups; can settle differences with minimum noise; can win concessions without damaging relationships, can be both direct and forceful as well as diplomatic; gains trust quickly of other parties to the negotiations; has a good sense of timing.

(15) CUSTOMER FOCUS

Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

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Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.

Atrium is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.

Notice of candidate Privacy Rights: https://www.atriumhospitality.com/privacy-policy