Conference Services Manager

JLL; Omaha (NE); On-site; USD 60,000 - 90,000; Full time

Job summary

Mutual of Omaha seeks a Conference Services Manager to lead the Conference Center and executive meeting spaces within the JLL Experience Management team at its Omaha headquarters.

The role oversees day-to-day operations, vendor relations, and pre/post-event activities, ensuring a high-touch hospitality experience while coordinating with property management and internal departments to promote service excellence.

Job description

Conference Services Manager - Mutual of Omaha

JLL Experience Management

About JLL

We're JLL-a Fortune 500 professional services and investment management firm specializing in real estate. We help real estate owners, occupiers, and investors achieve their business ambitions across nearly 300 corporate offices in 80 countries, with a team of more than 86,000 individuals worldwide.

If you're looking to step up your career, JLL is the perfect professional home. With us, you'll innovate with the world's leading businesses, work on landmark projects, and be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions-join us at JLL!

Position Overview

We are currently seeking a Conference Services Manager to join our Experience Management (XM) team at Mutual of Omaha's headquarters in Omaha, Nebraska.

The Conference Services Manager is responsible for the strategic oversight and day-to-day operations of the Conference Center and executive meeting spaces. The Conference Services Manager manages the operations of the Conference Services team and is responsible for implementing communication standards and fostering strong relationships with property management and other departments.

The position works cooperatively with the on-site property management team in promoting service, company and property initiatives, and conference functions.

Key Responsibilities

Operational Management

• Oversee day-to-day operation of the planning and execution of events and conference services.
• Give tours of the property as directed.
• Conduct client meet and greet prior to events and post-event follow-up.
• Maintain vendor relationships, agreements, certificates of insurance, and reports.
• Conduct pre-event meetings with event staff as directed.
• Provide reports with detailed analysis of initiatives and inquiries received.
• Maintain digital platforms with updated information and respond to inquiries.
• Handle all event planning requests from the office, associates, and visitors from start to finish.
• Create and distribute a weekly and monthly events calendar.
• Maintain up-to-date and accurate venue information including floor plans, capacities, and technology specifications.
• Coordinate labor for events including janitorial, security, and loading dock schedules.
• Manage audio-visual equipment maintenance, security, and team knowledge.
• Work directly with the fire marshal to ensure compliance with all fire safety regulations.
• Secure insurance certificates as directed.
• Keep up-to-date status of all agreements for events and preferred vendors.
• Distribute inner office communications as directed.
• Coordinate appropriate labor for all events and as directed.
• Coordinate security as directed.
• File all correspondence as directed.

Guest Services & Client Relations

• Provide consultative guidance to associates on space selection, room capacity, and layout options.
• Conduct pre-event consultations with meeting organizers to understand objectives, logistics, and service expectations.
• Collaborate with event organizers on logistics, timelines, setup requirements, and details.
• Serve as on-site point of contact during high-profile or executive-level meetings.
• Ensure all conference rooms, technology, furniture, and equipment are maintained to the highest standards.
• Conduct walkthroughs of all conference spaces to verify readiness and cleanliness.
• Manage room resets, setup configurations, and post-event breakdown.
• Offer recommendations to enhance meeting effectiveness and attendee experience.
• Create and deliver an exceptional, high-touch, hospitality-driven experience for all users.
• Anticipate needs and proactively address requests from associates, executives, and guests.
• Coordinate special requests including catering, signage, and guest services.
• Maintain a professional, polished, welcoming presence reflecting the premium nature of the facilities.

Team Leadership & Development

• Supervise the Conference Services Coordinator and Conference Services Concierges, providing daily support and management of job performance.
• Evaluate and participate in the hiring of the event team.
• Train team on JLL and property policies and procedures.
• Counsel and coach team members regarding performance and partner with HR as needed.
• Conduct regular one-on-one meetings and team huddles to communicate priorities.