Conference Service Manager

Sage Hospitality•Portland, OR

9d•$65,000 - $70,000•Onsite

About The Position

The Conference Service Manager plans, organizes, and manages all event details for group and convention bookings, including guest rooms, menus, and set-up. This role participates in negotiating meetings, functions, rooms, rates, and all related requirements. The primary goal is to ensure the maximization of room and meeting space, revenues, and profits while delivering a quality product. The focus is on the 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. At The Nines, Portland, this role is part of a team that embraces a historic retail palace reborn, a dual culinary destination, a living sustainability philosophy, Oregon art immersion, and a sophisticated Portland spirit. All associates play an essential role in creating welcoming, inclusive environments where kindness, hospitality, and excellence are felt by guests and teams alike.

Requirements

More than two years of post high school education.
One to two full years of employment in a related position with this company or other organization(s).
Requires a working knowledge of banquet/catering food and beverage services, policies or operations.
Requires knowledge of computer equipment.
Requires compiling facts and figures in accordance with established procedures.
Supervisory skills needed.
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.
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 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.
Inside 95% of 8 hour day.
Outside 5% of 8 hour day.
Temperatures - extreme summer heat of 95 degrees and above, and winter cold.

Responsibilities

Responsible for the management and planning of meetings/conventions and related activities.
Attends Banquet Event Order (BEO), staff meetings and performs as a team leader for all hotel department staff participating in the event delivery process.
Achieves a minimum of 90% of productivity goals and 100% of activity goals, as established by management.
Coordination of all group business as developed by the sales manager.
Contacts and appropriately follows up on all signed/contracted business within 5 working days.
Determination and coordination of all event planning needs.
Maintains 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.
Develops customer profiles and maintains an effective trace system including trace dates and references resulting in superior account service and increased revenues.
Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interactions.
Follows 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 yield opportunities and sales effectiveness.
Details and up-sells the program with the client including; verification and modification of space requirements, audio-visual, times, equipment, menus, themes/decorations, etc.
Prepares the appropriate resumes and paperwork to ensure quality service.
Manages function details and related activities to ensure that program requirements are satisfied.
Anticipates and handles customer complaints and/or problems to ensure quality product delivery, customer satisfaction and repeat business.
Oversees all billing details for hotel groups to include deposits, direct bill applications, credit card authorizations and coordination with accounting.
Improves hotel convention services' products through; (a) participating in the development of new sales tools and systems, (b) participating in the analysis of the strengths and weaknesses of our competitions product, and (c) analysis, understanding, and satisfaction of our customers’ needs.
Monitors and controls individual client event budgets and details to maximize revenues and minimize expenses while ensuring delivery of a quality product.
Attends and leads pre-conference meetings as needed.
Coordinates the pre-con between the client and hotel staff and reviews the details of the BEO with all parties.
Closes out all groups to include final pickup reports, commissions owed, including processing with accounting.

Benefits

Unlimited time off per Sage policy and manager approval
Medical, Vision, Dental and Retirement Benefits
Eligible to enroll in medical insurance with employer covering up to 70% of premiums with wellness credit
Eligible to enroll in dental insurance with employer contribution towards premiums & vision insurance
Eligible to participate in the Company’s 401(k) program with up to 4% employer match, meeting safe harbor requirements and no vesting period
Eligible to enroll in Health Savings Accounts (HSA) with qualifying medical plans and receive up to $1000 company contribution
Eligible to enroll in Health, Dependent and Commuter Flexible Spending Accounts (FSA)
Company paid Basic Life and AD&D insurance coverage, with option to enroll in supplemental coverage
Eligible to enroll for short-term and long-term disability insurance coverage
Eligible to purchase Pet Insurance, Accidental Insurance, Critical Insurance and Hospital Indemnity Insurance
WINFertility guidance for those enrolled in Sage medical plan
All associates can enjoy our complimentary cafeteria
$50 TriMet monthly subsidy or parking stipend
Calm Health Application Subscription
Employee assistance program
Paid time off for vacation, sick time, and holidays
Tuition Reimbursement of up to $2,000 per calendar year
Great discounts on Hotels, Restaurants, and much more
Eligible to participate in the Employee Referral Bonus Program. Up to $1,000 per referral