Conference Services Manager

Remington Hospitality • Annapolis, MD

3h • $20 - $24 • Onsite

About The Position

The Conference Services Manager is responsible for the seamless planning and execution of all conferences, meetings, and events. This role acts as the primary liaison between clients and hotel departments, ensuring high service standards are maintained and guest expectations are exceeded. In addition to conference services duties, this role also provides administrative support to the Sales & Catering team.

Requirements

• Previous experience in hotel conference sales or related industry.
• Performs all job duties and responsibilities in an honest and ethical manner and in compliance with all laws, regulations, and Company policies.
• Proficiency with MS Word, Excel and PowerPoint.
• Excellent communication and public speaking skills.

Responsibilities

• Contact group/event client within 24–48 hours of booking turnover/introduction email.
• Conduct thorough needs assessment to confirm all event details and send due dates.
• Review Turnover, Contract & Notes in Delphi.
• Maintain regular communication throughout the planning process via email, phone, and in-person meetings.
• Obtain all information needed for the Group Resume, including confirming final payment about 2-3 weeks prior.
• Get Final Numbers 5 business days prior, immediately send out final BEOs and estimated invoices for signature, and get Final Payment processed.
• Conduct pre-conference meetings for complex or multi-day events.
• Prepare Banquet Event Orders (BEOs) and Event Resumes in collaboration with the client.
• Finalize all BEOs and resumes for distribution in a timely manner (usually 5–10 days prior to event).
• Confirm event timeline, room setup, AV requirements, menus, and guest counts via the BEO Pack & Change Log.
• Liaise with all operational departments including Banquets, Kitchen, AV, Housekeeping, Accounting and Front Office.
• Attend weekly meeting with Sales Manager (every Monday) to go over each group and planning checklist.
• Attend weekly BEO meeting to review upcoming events.
• Ensure all groups have final signed BEOs/Banquet Estimates a week prior to arrival and final payment has been sent to Accounting.
• Ensure departments are updated with any last-minute changes via the change log or phone call/text.
• Greet group contact upon arrival and serve as overall point of contact throughout the event.
• Monitor event progress throughout the event.
• Respond to issues promptly and resolve guest concerns professionally.
• Ensure all contracted elements are delivered.
• Conduct post-conference follow-up with client.
• Solicit feedback and address any concerns.
• Work with accounting on any billing questions, ensuring all charges are accurate.
• Alert DOS of any concerns or possible issues.
• Review daily event schedule and arrivals.
• Check readiness of meeting spaces at least 1 hour prior to event start.
• Conduct walk-throughs before and during events.
• Check in with Banquet Captain and AV provider.
• Document all client interactions and changes in event files.
• Answer and direct phone calls and inquiries in a professional manner.
• Handle any guest or client walk-ins into the Sales & Catering Office.
• Qualify all leads and direct them to the correct person.
• Prepare turnovers and distribute, keeping records of all turnovers done.
• Prepare correspondence, reports, and meeting materials as needed.
• Maintain office supplies.
• Support the overall efficiency of the department through timely and accurate administrative tasks.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed