Conference Services Manager

Proper Hospitality LLC•Montauk, NY

36d

About The Position

Proper Hospitality is seeking a passionate Conference Services Manager at Montauk Yacht Club, our 107-room luxury property within The Collective. Spanning 35 acres on Montauk’s Star Island, Montauk Yacht Club offers waterfront views, a private beach, three pools, multiple dining options and over 200 wet slips that can accommodate boats from small day cruisers to 300-foot superyachts. Holding eight decades of East End history as an elite social club and thoughtfully reborn for the modern traveler, guests can expect classic East Coast architecture, well-appointed interiors and detail-driven amenities. Position Overview The Conference Services Manager is responsible for coordinating and managing all details of group meetings, conferences, brand activations, and special events from contract turnover to final billing. This role ensures that every event reflects Montauk Yacht Club’s elevated service standards while delivering a seamless, curated, and highly personalized experience. The ideal candidate combines meticulous attention to detail with the polished communication skills and anticipatory service expected in a boutique luxury environment.

Requirements

Bachelor’s degree in Hospitality Management, Business, or related field preferred
2–4+ years of conference services, event planning, or group coordination experience in a luxury hotel or high-end venue
Exceptional organizational skills and attention to detail
Strong written and verbal communication skills with the ability to present confidently to high-profile clients
Proficiency with BEO systems and event planning software; Delphi or similar a plus
Ability to multitask, prioritize, and operate with grace under pressure
A passion for hospitality, creativity, and delivering world-class service

Responsibilities

Serve as the primary point of contact for all contracted groups and meeting clients once booking is confirmed
Conduct detailed planning sessions, site visits, and pre-con meetings to understand client needs, objectives, and expectations
Prepare thorough Banquet Event Orders (BEOs), event resumes, and diagrams that clearly communicate all event details to the operational teams
Collaborate closely with the Executive Chef and banquet leaders to finalize menus, timelines, setups, and special requests
Provide personalized support throughout the planning process, ensuring every interaction reflects Montauk Yacht Club’s luxury service philosophy
Anticipate client needs and propose creative enhancements that elevate the event experience
Greet and support clients onsite during key event moments, ensuring flawless execution from start to finish
Address and resolve any issues promptly, maintaining a calm, refined, and solutions-oriented approach
Act as the liaison between clients and internal departments, ensuring all teams have the information, tools, and clarity they need to deliver seamless events
Participate in daily and weekly operations meetings to communicate event details and updates
Work closely with Sales, Revenue, Culinary, Banquets, and Front Office teams to ensure alignment and effective handovers
Prepare accurate cost estimates, manage billing logistics, and oversee post-event reconciliation
Review invoices with clients and ensure charges are accurate and documented
Maximize revenue through menu enhancements, rental add-ons, and creative upgrade opportunities
Ensure compliance with hotel financial policies, contract terms, and billing timelines
Build strong, trust-based relationships with planners, corporate partners, and group organizers
Maintain consistent communication to provide updates, confirm details, and manage expectations
Seek feedback and nurture repeat business by delivering consistently exceptional experiences
Represent Montauk Yacht Club at client meetings and local industry events when appropriate
Stay informed on meeting trends, technology, and luxury guest preferences to continually elevate offerings
Recommend improvements to processes, products, and services that enhance efficiency and guest satisfaction
Work with leadership to develop new packages, event concepts, and bespoke group experiences that align with Montauk Yacht Club’s brand