Conference Services Manager

Clear Destination Inc.; Virginia, Northern (MN, KY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Clear Destination Inc. is seeking a Conference Services Manager to ensure all booked activities meet policy while delivering high guest satisfaction and profitability.

The role requires coordinating meeting spaces, AV, catering, and outside vendors, with a focus on upselling and revenue growth across departments. Ideal candidates have hospitality experience and strong communication/sales skills, with proficiency in Word, Excel, and Delphi FDC.

Qualifications

• High school diploma or equivalent.
• College degree and related work experience preferred.
• Working knowledge of a hotel or resort.
• 2– 5 years previous experience in the hospitality industry, preferably in conference services.
• Highly developed communication and sales skills.
• Computer literate in Microsoft Word, Excel and able to learn Delphi FDC.

Responsibilities

• Coordinate all aspects of activities for conference attendees as assigned by the Director of Catering & Convention Services and Conference Services Managers.
• Coordinate meeting space, audio visual, culinary, beverage, outside rentals/vendors, and all event-related specifics through BEOs and resumes. Upsell to maximize the revenues in each of these areas.
• Exceed all individual food & beverage revenue goals.
• Develop an individual plan to exceed revenue goals.
• Work with F&B and Conference Service teams to create profitable menus.
• Conduct site inspections, planning meetings, conference calls, and pre- and post-event meetings when necessary.
• Serve as the main liaison between the resort and client; proactively ask questions and communicate information where necessary. Take accountability for the group’s entire stay at the resort.
• On conclusion of all events, review final bill and overall event evaluation with planner to ensure guest satisfaction.
• Maintain relationships with and understand booking process for all relevant departments such as Spa, Golf and Activities.
• Generate revenue by maximizing activity spend by groups.
• Assist in preparing activities resumes for groups ten days prior to group arrival and reviewing all details in weekly Staff Meeting.
• Adhere to the Catering and Conference Services Department’s standard operating procedures.
• Help establish and maintain hotel’s marketplace position within social and corporate communities.
• Proactively achieve consistently high Medallia scores by establishing rapport with client’s and being visible as needed during events to ensure the client’s expectations have been met.
• Assist in pre- and post-conference meetings as requested.
• Remain available to hotel managers while on property.
• Participate in all regular and operational meetings as required.

Skills

Communication skills

Sales skills

Hospitality experience

Education

High school diploma or equivalent

College degree preferred

Tools

Delphi FDC

Microsoft Word

Excel

Job description

BASIC FUNCTION:

The Conference Services Manager will be responsible for ensuring activities and functions for booked affairs are in compliance with property policy while maintaining high standards of quality and efficiency. Maintaining optimum guest satisfaction and meeting or exceeding overall profitability objectives.

QUALIFICATIONS (Education, Knowledge, Training, & Work Experience)

• High school diploma or equivalent.
• College degree and related work experience preferred.
• Working knowledge of a hotel or resort.
• 2– 5 years previous experience in the hospitality industry, preferably in conference services.
• Highly developed communication and sales skills.
• Computer literate in Microsoft Word, Excel and able to learn Delphi FDC.

ESSENTIAL FUNCTIONS:

• Coordinate all aspects of activities for conference attendees as assigned by the Director of Catering & Convention Services and Conference Services Managers.
• Coordinate meeting space, audio visual, culinary, beverage, outside rentals/vendors, and all event-related specifics through BEOs and resumes. Upsell to maximize the revenues in each of these areas.
• Exceed all individual food & beverage revenue goals.
• Develop an individual plan to exceed revenue goals.
• Work with F&B and Conference Service teams to create profitable menus.
• Conduct site inspections, planning meetings, conference calls, and pre- and post-event meetings when necessary.
• Serve as the main liaison between the resort and client; proactively ask questions and communicate information where necessary. Take accountability for the group’s entire stay at the resort.
• On conclusion of all events, review final bill and overall event evaluation with planner to ensure guest satisfaction.
• Maintain relationships with and understand booking process for all relevant departments such as Spa, Golf and Activities.
• Generate revenue by maximizing activity spend by groups.
• Assist in preparing activities resumes for groups ten days prior to group arrival and reviewing all details in weekly Staff Meeting.
• Adhere to the Catering and Conference Services Department’s standard operating procedures.
• Help establish and maintain hotel’s marketplace position within social and corporate communities.
• Proactively achieve consistently high Medallia scores by establishing rapport with client’s and being visible as needed during events to ensure the client’s expectations have been met.
• Assist in pre- and post-conference meetings as requested.
• Remain available to hotel managers while on property.
• Participate in all regular and operational meetings as required.

HOTEL SPECIFIC FUNCTIONS:

• Due to the nature of this position, schedule flexibility (evenings and weekends) is required.
• Other duties as assigned by Director of Catering & Convention Services.
• Respond to any reasonable task as assigned by supervisor or manager.
• Assist in other departments as needed and manage a positive relationship
• Stay current with Delphi trace list and account data
• Attend monthly departmental meetings
• Flexible work hours to include weekend and holidays in order to meet the demands of a 24 hour operation
• Excellent communication skills in all aspects: verbal, written and non-verbal
• Candidate should have experience in catering , sales, or conference services in a n upscale hotel or resort property and/or an academic background in hospitality
• Appropriate, professional appearance and presentation
• Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems

PHYSICAL REQUIREMENTS:

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand, walk or sit for an extended period or for an entire work shift.
• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

TOOLS & EQUIPMENT:

• Desktop computer (Opera, Delphi.fdc, Salesforce, Meeting Broker, Oracle, Birchstreet, Kronos and Microsoft Office)
• P rinter
• T elephone
• C opier and S canner

WORKING ENVIRONMENT:

• Interior and exterior of Conference Service Office
• Occasional exterior of hotel with exposure to weather conditions.