Conference Service Manager

Mandarin Oriental Hotel Group • New York, NY

26d • $90,000 - $95,000 • Onsite

About The Position

Mandarin Oriental New York is looking for a Conference Service Manager to join our Sales and Marketing Department. Are you a master of craft? Do you thrive in a team that succeeds together, demonstrating integrity and respect while acting responsibly? Do you embrace a growth mindset? We invite you to become a fan of the exceptional. Mandarin Oriental Hotel Group is the award-winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world, with a strong development pipeline. Increasingly recognized for creating some of the world's most sought-after properties, the Group provides legendary service inspired by Asian heritage whilst representing the very cutting-edge of luxury experiences. A stunning fusion of modern design with stylish oriental flair, Mandarin Oriental, New York features 244 elegant guestrooms and suites - all with breath-taking views of Manhattan and Five-Star hospitality. Luxurious amenities include MO Lounge, all-day dining overlooking Central Park and the Manhattan skyline; a 14,500 square-foot Five-Star Mandarin Oriental Spa; and a state-of-the-art fitness center with a 75-foot lap pool. In addition, there is premium meeting and event space, including a 6,000 square-foot pillar-less ballroom with three walls of windows overlooking Central Park. About the job Based at the Mandarin Oriental New York within the sales Office in New York City, the Conference Service Manager is responsible for working with group sales team and organize and coordinate all logistics for meetings and events. The Conference Service Manager reports to the Director of Sales and Director of Catering.

Requirements

• Excellent communications skills - written and verbal in English
• Excellent organizational skills and the ability to multi-task and prioritize accordingly
• Must hold an undergraduate degree or equivalent experience in a relevant field
• Fluent in English
• Computer literate-must be proficient in HMS, knowledge of Delphi, Allseated
• College degree
• Requires flexibility in scheduling, including early mornings, evenings, weekends, and on-call availability during major events.
• Excellent computer skills in Microsoft Office and hotel sales and property management systems
• 2-5+ years of experience in conference services, or hotel operations
• Knowledge of banquet operations, audiovisual requirements, and event logistics.
• Well-groomed and professional in appearance and manner to meet and interact with clients
• Takes initiative
• Ability to multitask under pressure and manage concurrent events
• Detail-oriented

Responsibilities

• Maintain strong client relations and ensure that conference specifications are communicated and executed for a successful meeting experience including deposit schedule, menu selection, event diagrams, rooming lists, cut-off dates, program itinerary and guest preferences
• Review sales contracts as well as other important information, i.e., room block, cut-off date, special concessions and attrition clauses and validate with client via turnover letter.
• Input group details into Delphi and group rooming lists in HMS noting special concessions and rates and routing per billing instructions
• Monitor and manage room blocks and meeting space according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary
• Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues
• Coordinate all group needs with relevant departments and vendors including large shipments, gift deliveries, key packets, transfers, F&B outlet reservations
• Produce and distribute Group Resume and Banquet Event Order 7-12 days prior to first day of main group arrival and communicate any changes and updated information to hotel departments
• Meet and greet client upon arrival as well as visit with client daily when in-house
• Prepare event estimates, budgets, and final billing; ensure accurate cost tracking.
• Communicate with client directly to follow-up on deposit schedule, menu selection, rooming lists, cut-off dates, guest preferences
• Prepare, distribute, and update Banquet Event Orders (BEOs), event diagrams, and function schedules.
• Manage the HMS/Delphi interface as related to assigned Groups
• Coordinate all necessary needs for group with Concierge including gift deliveries, key packets, transfers, spa appointments, F&B outlet reservations, etc.
• Service clients who book rooms only groups from start to finish - i.e., incentives, social, weddings, entertainment, Middle East families, sports groups, etc.
• Meet and greet client upon arrival as well as visit with client daily when in-house
• Communicate with client directly to follow-up on rooming lists, cut-off dates, guest preferences, attrition penalty & pickup status, etc.
• Coordinate site tours, pre-con meetings, and event briefings as needed
• Manage the HMS/Delphi interface as related to group room blocks
• Communicate status of room blocks during weekly GRC meetings with Revenue Manager and Seller
• Run Delphi reports daily to review any discrepancies between HMS & Delphi
• Cross check to ensure Delphi is blocked according to contract
• Coordinate with vendors
• Miscellaneous catering duties as needed
• Support company's philosophy and company culture through the use of Pillars of Legendary Quality Experience, Departmental Legendary Quality Experiences on a daily basis

Benefits

• Learning & Development. Your success is our success. We craft unique learning and development programmes for various stages in your career so that you grow, continuously.
• MOstay. When you work as hard as our colleagues do, it's important to take time off. As a member of the #MOfamily, you can stay with us wherever you go in the world. The MOstay programme offers complimentary nights and additionally attractive rates on rooms for you and your loved ones.
• Heath & Colleague Wellness. Finding the right work-life balance is important. Your wellbeing matters to us. A variety of health benefits and wellness programmes are offered to all our colleagues, globally.
• Retirement Plans. When you show commitment to us, we reciprocate. We offer different retirement plans depending on the length of your service and your role.
• A competitive benefits package, including health, dental and vision, 401(K), etc

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Industry: Accommodation
• Number of Employees: 5,001-10,000 employees