Conference Service Manager

Sage Hospitality•Philadelphia, PA

29d•Onsite

About The Position

Plan, organize and manage the in house details for group, local and/or social bookings (e.g. Guest rooms, corporate events, social events, menus, set-up, etc.) Participate in negotiating meetings/functions, rooms, rates and all related requirements. Ensure maximization of room and meeting space, revenues, and profits while delivering a quality product. Focus on execution of all aspects of event planning including coordination from the signing of a group contract forward, VIP needs, amenities, group resumes, and rooming lists.

Requirements

Proficient in position required job skills and knowledge.
Intelligent in grasping and integrating new information.
Is an active learner with a strong sense of curiosity.
Has natural instincts and insight for finding the best solution to unclear situations, issues and problems.
Considers multiples resources and methods for analyzing problems.
Makes great decisions.
Is effective in prioritizing work; consistently manages time and processes to create maximum efficiency with minimum disruption or redundancy.
Is time sensitive, understands how work and processes fit in with other departmental or business priorities and objectives.
Is able to adjust work to accommodate expected and unexpected changes.
Is able to gauge progress with respect to overall impact and results.
Can think and act independently with confidence.
Has personal fortitude and integrity when faced with challenges.
Energetic and takes initiative.
Is pro-active and persistent in pursuing and completing tasks.
Strives to exceed expectations and goals.
Welcoming and warm personality.
Able to engage easily and actively connect with others.
Is genuinely caring and compassionate; visibly demonstrates desire to understand others.
Creates confidence and trust with others, is socially aware of self and others and is known for communicating the right message at the right time.
Utilizes a variety of approaches and communication techniques tailored to each situation.
Is comfortable in conversing with individuals from a variety of backgrounds and at all organizational levels.
Is direct yet tactful and considerate of audience.
Positively accepts and provides feedback.
Requires a working knowledge of hotel banquet/catering food and beverage services, policies and operations.
Requires knowledge of computer programs: Delphi, PEP knowledge a plus!
Requires compiling facts and figures in accordance with established procedures.
Communication skills required to provide information and associated services to hotel management and guests.
Excellent hearing necessary for verbal interaction with guests and associates.
Excellent vision necessary to view set-ups.
Excellent speech communication skills required for verbal interaction with guests and associates.
Excellent literacy necessary to read BEO’s, process gratuities and payroll, etc.
Lifting, pushing, pulling and carrying tables, chairs, boxes (50 lb. maximum) occasionally.
Bending/kneeling required for taping down cords, skirting tables, picking up floor after function occasionally.
Mobility - ability to service clients on a moment’s notice, variable distances.
Continuous standing required for function observation, client site inspections (one hour minimum to four hours maximum).
Climbing stairs of approximately 55 steps 3-5% of 10 hours daily.
More than two years of post-high school education.
Minimum of 2 years of employment in a related position with this company or other hotel organization(s).
Operation of computer, copier, telephone, calculator, facsimile and vacuum cleaner.

Nice To Haves

PEP knowledge a plus!

Responsibilities

Responsible for the management and planning of meetings/conventions, sports teams, entertainment clients and related activities.
Attends Banquet Event Order (BEO) Meeting, Resume, Pickup and Staff meetings and perform as a team leader for all hotel department staff participating in the event delivery process.
Coordination of all group business as developed by the sales manager.
Contact and appropriately follow-up on all signed/contracted business within 5 working days.
Determination and coordination of all event planning needs.
Maintain well documented, accurate, organized and up to date file management in order to serve client and the employer in the most expedient, organized and knowledgeable manner.
Develop customer profiles and maintain an effective trace system including trace dates and references resulting in superior account service and increased revenues.
Develop strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.
Follow up on all client needs and inquiries in an efficient and expedient manner.
Focuses on revenue-generating activity and maximizes selling time through retaining accounts/clients, maximizing account space yield opportunities, and sales effectiveness.
Detail and up-sell the program with the client including; verification and modification of space requirements, audio-visual, times, equipment, menus, themes/decorations, etc.
Prepare the appropriate resumes, BEO’s, and paperwork to ensure quality service.
Manage function details and related activities to ensure that program requirements are satisfied.
Anticipate and handle customer complaints and/or problems to ensure quality product delivery, customer satisfaction and repeat business.
Improve hotel convention services' products through; (a) participate in the development of new sales tools, menus, themes, and decorations, (b) participate in the analysis of the strengths and weakness of our competitions product, and (c) analysis, understanding, and satisfaction of our customer’s needs.
Monitor and control individual client event budgets and details to maximize revenues and minimize expenses while ensuring delivery of a quality product.
Work in conjunction with the banquet and banquet kitchen departments to ensure timely deliverance and execution of the event.
Attend and lead pre-conference meetings.
Coordinate the pre-con between the client and hotel staff and review the details of the BEO with all parties.
Act as department leader and liaison with Operations team to ensure strong communication, training and SOP’s with a focus on overall hotel success.