Conference Service Manager

Sage Hospitality•Philadelphia, PA

9d•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

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.
Minimum of 2 years of employment in a related position with this company or other hotel organization(s).

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.