Conference Services Manager

Pyramid Global Hospitality; Naples (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Pyramid Global Hospitality is seeking a Conference Services Manager for Naples Grande Beach Resort, overseeing group and conference business from contract to post-event follow-up. You will liaise between meeting planners and resort operations to deliver precise BEOs and exceptional service.

The role requires at least 3 years in conference services or events, strong organizational and communication skills, and proficiency with Delphi.fdc or Salesforce.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• Minimum 3 years of experience in conference services, catering, or event management, preferably within a luxury resort or full-service hotel environment.
• Working knowledge of Delphi.fdc, Salesforce, or comparable sales and catering systems.
• Strong working knowledge of banquet and meeting room operations, food and beverage service standards, and audiovisual requirements.
• Exceptional organizational skills with the ability to manage multiple groups and deadlines simultaneously.
• Polished written and verbal communication skills; comfortable presenting to and negotiating with clients.
• Proficiency in Microsoft Office (Word, Excel, Outlook).

Responsibilities

• Serve as the primary point of contact for assigned group and conference accounts throughout the planning cycle.
• Conduct pre-planning calls and site visits with meeting planners to confirm program specifications and requirements.
• Prepare, distribute, and maintain accurate BEOs and group resumes in Delphi/Salesforce.
• Lead and participate in weekly BEO and resume meetings with related departments.
• Manage room block and meeting space diary, attrition, cutoff dates, and space utilization.
• Conduct pre-conference and post-conference meetings and be on-site for key milestones to ensure smooth execution.
• Review and process billing, deposits, and final invoicing with Accounting; resolve discrepancies promptly.
• Upsell resort outlets, spa, excursions, and enhanced experiences to maximize group revenue.
• Solicit post-event feedback and prepare recap reports; identify repeat referral opportunities.

Skills

Client-first orientation

Organizational skills

Cross-functional collaboration

Leadership presence

Negotiation with clients

Education

Bachelor's degree in Hospitality Management

Tools

Delphi.fdc

Salesforce

Microsoft Office

Job description

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships.

At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you’ll find opportunities to learn, develop, and make an impact.

Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

About Our Property

Currently undergoing the most significant transformation in its nearly four-decade history, Signia Hilton Naples Grande Beach Resort is being reimagined through a comprehensive resort-wide renovation set to redefine the guest experience. Updates will introduce redesigned guest rooms and suites, vibrant culinary offerings, destination-inspired experiences, premium wellness amenities, dynamic social and gathering spaces that encourage guest connection, along with Signia Hilton’s warm, anticipatory service.

Naples Grande Beach Resort is Set among lush mangrove forests on Florida’s Paradise Coast; Naples Grande Beach Resort is a 474-room retreat offering direct access to three miles of white sand beach. The iconic resort is currently undergoing a transformative, property-wide revitalization that will debut in early 2027, ushering in a new era of modern coastal luxury. The comprehensive reimagination will refresh guest accommodations, dining venues, public spaces and select meetings and event offerings while honoring the timeless beauty and the natural surroundings of Naples. The resort features more than 88,000 square feet of indoor and outdoor meeting and event space, multiple dining outlets and a full-service spa, making it a premier destination for leisure travelers, groups and special events.

Whether you are just starting your career or looking to advance in the hospitality industry, we have opportunities for individuals at all levels of experience. Joining our team means becoming part of a close-knit community that values teamwork, professionalism, and a passion for delivering outstanding service. We provide attractive benefits and comprehensive training programs to ensure that our employees have the skills and knowledge needed to excel in their roles. We invite you to explore the exciting career opportunities available at Naples Grande Beach Resort.

What You Will Have An Opportunity To Do

The Conference Services Manager is responsible for the planning, coordination, and flawless execution of group and conference business from the point of contract turnover through post-event follow-up. This role serves as the primary liaison between meeting planners and the resort’s operational departments, ensuring every group’s requirements are translated into detailed, actionable banquet event orders (BEOs) and delivered to the standards expected of a luxury resort.

Essential Duties & Responsibilities

• Serve as the primary point of contact for assigned group and conference accounts following contract signing, building and maintaining strong client relationships throughout the planning cycle.
• Conduct pre-planning calls and site visits with meeting planners to confirm program specifications, room sets, food and beverage requirements, audiovisual needs, and billing arrangements.
• Prepare, distribute, and maintain accurate, detailed BEOs and group resumes within Delphi/Salesforce, ensuring timely turnover to all operating departments.
• Lead and/or participate in weekly BEO and resume meetings, communicating changes and special requirements clearly to banquets, culinary, engineering, AV, and front office teams.
• Manage room block and meeting space diary integrity in coordination with the Reservations and Sales teams, monitoring attrition, cutoff dates, and space utilization.
• Conduct pre-conference and post-conference meetings with department heads and be present on-site during key program milestones to ensure smooth execution.
• Review and process billing, deposits, and final invoicing in coordination with the Accounting department; resolve discrepancies promptly and professionally.
• Upsell resort outlets, spa, off-site excursions, and enhanced experiences to maximize group revenue and guest satisfaction.
• Solicit post-event feedback and prepare recap reports; identify opportunities for repeat and referral business.
• Maintain thorough knowledge of resort facilities, capacities, vendor partners, and city-wide/area happenings that may affect group programs.
• Support departmental administrative functions, including forecasting, month-end reporting, and maintenance of group files.
• Uphold all resort brand standards, safety protocols, and service expectations at all times.

What are we looking for?

• Bachelor's degree in Hospitality Management, Business, or related field preferred, or equivalent combination of education and experience.
• Minimum 3 years of experience in conference services, catering, or event management, preferably within a luxury resort or full-service hotel environment.
• Working knowledge of Delphi.fdc, Salesforce, or comparable sales and catering systems.
• Strong working knowledge of banquet and meeting room operations, food and beverage service standards, and audiovisual requirements.
• Exceptional organizational skills with the ability to manage multiple groups and deadlines simultaneously.
• Polished written and verbal communication skills; comfortable presenting to and negotiating with clients.
• Proficiency in Microsoft Office (Word, Excel, Outlook).

Skills & Competencies

• Client-first orientation with a calm, solutions-focused approach under pressure.
• Meticulous attention to detail and follow-through.
• Strong cross-departmental collaboration and leadership presence.
• Financial acumen related to group billing, forecasting, and upselling.

Work Environment & Physical Demands

• Requires flexibility to work evenings, weekends, and holidays based on group and conference schedules.
• Must be able to stand, walk, and move through event and banquet spaces for extended periods.
• Occasional lifting of event materials up to 25 lbs.

Compensation

Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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.