Catering - Conference Services Manager

Kimpton Hotels & Restaurants•Milwaukee, WI

About The Position

We believe heartfelt, human connections make people's lives better. Especially the people who work here. Our founder, Bill Kimpton rebelled against impersonal, generic hospitality that makes people feel disconnected. He initiated a new boutique hotel standard and environment where people could connect, from the heart. That was the goal then, and it is still our purpose today. Your work here has meaning. You're here to improve the lives of coworkers, guests, owners, communities, and together we make that happen. It's what drives all that we do. Every day you can improve lives in your own, unique way and you can expect the same in return. It all starts with you. HOW WE'RE DIFFERENT Our San Francisco-born entrepreneurial spirit and zest for life kick started this culture in 1981, and it shines through to this day. It all flows from you. The lively, rebellious, genuine you - with your diverse background, talents, experiences, and plucky personality - is fully welcome, and celebrated here. Because we know that when people can be themselves at work, they shine. That's what we seek out and celebrate. It's people of all kinds who share a knack for creativity and self-leadership. People who don't need to be told what to do to get things done. People who have an innate passion for making others' lives better. It adds up to a work environment that's a bit quirky, irreverent, exciting, uncommon, empowering, and downright exceptional. Guests feel it; you'll feel it too. WHAT YOU'LL DO To ensure the success of Conference Groups, serving as the liaison between the hotel operating departments and the client. The Conference Services Manager must strive to achieve a balance between service and the profitability of the organization. Through efficient management of the conference requirements, the goal is to capture the hotel's fair share of revenue through food, beverage, room rental and auxiliary services, such as audio visual provisions, storage and labor fees and other applicable fees. The design and management of conference logistics must include labor saving measures, as applicable. To effectively communicate and coordinate all aspects of conference planning, to include menu selling and all other detail aspects of conference planning. Further, to ensure that the experience of the client is not merely satisfactory, but exceeds their expectations and those of the attendees.

Requirements

Minimum of 1 year experience in Catering Sales/Conference Management.
Experience using Delphi FDC, Opera, Social Tables, and Microsoft Office.
Must have extensive knowledge of Food and Beverage etiquette, guest relations and service standards.
Ability to analyze client needs and negotiate pricing and client requests.
Basic mathematical skills that may be required to complete reports.
Ability to work under time pressures and extensive hours.
Interpersonal skills to provide overall guest satisfaction.
Refrains from accepting gratuities or incentives from vendors or suppliers that provide potential services to the hotel.
Flexible schedule, able to work evenings, weekends, and holidays.
Minimum 1 year of experience in Catering Sales or Conference Management.
Ability to read, write, and verbally communicate effectively and professionally with other business departments, guests, and vendors. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.

Responsibilities

Coordinates meetings, conferences, exhibit shows or other special events and activities with accuracy and detailed communication outlines for the client and hotel departments, providing the appropriate memos, Banquet Event Orders, Group Profiles and other communications as necessary.
Coordinates menu arrangements for conference clients that maximize the revenue potential for the hotel, while serving the needs of the client.
In coordination with the Group Coordinator, obtains Conference rooming lists, monitors cut-off dates, and obtains rooming lists by the due date and in accordance with the sales contract.
Assists conference clients with off-premise (hotel) details as they may affect the hotel service delivery, such as floral concerns, motor coach requests, limousine requests, exhibit decorator requests, entertainment referrals, golf or sports arrangements, spousal programs, motor coach arrival/departure patterns, while informing all supporting hotel departments and maintaining the integrity of the hotel physical plant. All arrangements are to be assessed the appropriate charges to ensure that the hotel receives a fair share of revenue in relationship to the expenditure of time and labor.
Obtains the appropriate approval of the Director of Catering for all purchases, rental or leasing of equipment or supportive requirements of conference groups prior to and in advance of the actual date of use.
Maintains accurate and current space (room) blocks in the group function log, observing proper turnovers and releasing space appropriately and timely, so to maximize the revenue potential of the hotel through the booking of other business opportunities.
Utilizes the office file system, trace system and general office systems in accordance with the current policies and procedures.
Completes all special projects as assigned by the Director of Catering in a timely manner, while meeting the specified objectives of the assigned project.
Maximizes the hotel's revenue potential by assessing/monitoring room rental fees, electrical charges, telephone charges, box delivery/storage fees, service fees and other revenue-generating factors in accordance to the sales contract and with regard to hotel policies.
Submits all conference menus, conference profiles, and event orders to the Director of Catering for review and signature, prior to issuance.
Keeps the Director of Catering promptly and fully informed of all problems or unusual matters of significance coming to his/her attention so that prompt and corrective action can be taken when appropriate.
Maintains flexible hours to accommodate customer needs, due to the cyclical nature of the hospitality industry. Conference Services Managers may be required to work varying schedules to reflect the business needs of the hotel.
Assist with site visits and pre-planning sites.
Regularly attend BEO meetings, resume meetings, and staff meetings.
Forecasting.
Schedules appropriate interdepartmental meetings for the operational aspects of coordinating conference requirements, which may include pre-planning meetings or a Pre- Conference Meeting for the operational departments.
Adheres to all organization policies, procedures, guidelines, as set forth by the human resources department.
Prepares detailed Conference Profiles for conferences that are comprehensive and issued in a timely manner (no less than five working days prior to the group arrival date). Provides an accurate Conference Profile that documents all aspects of a particular conference, to include menus, meeting set-ups, client profiles, reservation pick-up statistics and other pertinent information as outlined in the current departmental policies and procedures.
Prepares a comprehensive Post Conference Report on all conferences. This report should be prepared within 72 hours of departure and include: actual conference statistics versus projected (room pick-up, cover counts), profile of the attendees (i.e. use the health club, heavy room service, etc.), analysis of future potential, general observations and comments. Other important information may include the number of comps, VIPs, relocated attendees (walks) due to a sell to capacity (over sell), etc.
Participates in the department forecasting procedure, compiling accurate (margin of 3%) and timely reports.
Reviews all client invoices prior to mailing to ensure accuracy and proper assessment of all services and goods rendered by the hotel. Process final pick reports and commission.
Distribute weekly/daily BEO packages, including pop-up and revisions.