Conference Services Manager

Pyramid Global Hospitality

1d•Onsite

About The Position

The Conference Service Manager provides quality, value-added, professional service that exceeds our guests’ expectations with a passion for excellence and infuses enthusiasm in everything they do. The primary function of this role is to secure and develop the corporate and social events, Non-Profits, and wedding segment, with responsibility for maintaining existing clients and cultivating potential new corporate and social events. This position is responsible for coordinating all sales and service activities generated through the direct and indirect sales solicitation in corporate, wedding, and social markets for events. In addition to performance of key responsibilities and supportive functions, this position may be required to possess a combination of the following skills and experiences: · Ability to analyze client needs and negotiate pricing along with client requests. · Strong organizational and analytical skills, along with demonstrated ability to multi-task and prioritize in a fast-paced work environment. · Ability to work under pressure. · Demonstrated ability to work with maximum efficiency, accuracy, and attention to detail. · Must have experience in all Microsoft Office and industry relevant Sales systems. CI/TY experience is preferred. Ability to work effectively in Microsoft Excel to create spreadsheets regularly · Demonstrated ability to work cohesively with a team. · Ability to exercise sound logic and judgment in evaluating situations and utilizing appropriate resources. · Must be self-directed, motivated and demonstrate exceptional customer service and interpersonal skills. · Ability to communicate effectively in the English language, both verbally and in writing. A second language is desirable. The primary responsibilities for the Conference Service Manager include but are not limited to: Responsible for booking corporate, wedding, and social events at prevailing menu pricing, while working with the client to ensure all requirements and expectations from beginning to end are fulfilled. Develop and maintain an effective office organization that is sales oriented and interrelates with the hotel sales and marketing effort in a synergistic fashion. Ensure the maximization of departmental profitability by ensuring proper menu pricing, up-selling additional events and amenities, accurate billing, efficient delivery and following all approved credit policies and procedures. Monitor of blocked space to ensure group is meeting their contractual obligations and groups are blocked appropriately to maximize space potential. Initiate release of blocked space on cut-off date to allow sale of these rooms to other customers. Orchestrates these functions whether they are on-site or off-site. Provide accurate and timely completion of Banquet Event Orders (BEO) and Resumes. Closing the sale with the customer by collecting the customer’s deposit and signature on the BEO. Present BEO and communicate group details/changes to all hotel departments at BEO meetings, coordinating the customer’s needs with other property business and activities to ensure the customer’s expectations are met and the property operates efficiently. Service personally booked and assigned groups while in-house as required by level of commitment in contracts. Conduct pre-conference and post-conference meetings with client and hotel staff to ensure each event meets client’s expectations. Ensure the proper care and maintenance of the physical space to protect the assets of the hotel. Be an active contributor through suggestions and actions to the overall success of The Belgrove Resort. Attend social events in a professional capacity to represent the Belgrove Resort as it becomes necessary. Work closely with the Banquet Manager to ensure and maintain levels of service, monitor scheduling of banquet team members while controlling payroll expenses without affecting guest satisfaction and service Work closely with Executive Chef in preparing menus for corporate and social functions. These menus need to be competitive with the area, unique, and maintain proper food cost. Work closely with Beverage Manager in determining banquet bar packages and wine lists that will maintain proper beverage costs. Budgeting and forecasting food and beverage, room rental, and audio-visual revenues for current month, 3-month, current end of year, and next year. Responsible for meeting expected revenues by booking business from corporate groups which have 0 to 9 sleeping rooms per night and will utilize function space. Process all reservation requests, changes, and cancellations received by phone or email Oversee accuracy of room blocks and reservations. Input group rooming lists using reservation systems, revise room blocks to maintain the required number of available rooms and keep organized files of all groups. Set-up proper billing accounts according to Accounting policies.

Requirements

Ability to analyze client needs and negotiate pricing along with client requests.
Strong organizational and analytical skills, along with demonstrated ability to multi-task and prioritize in a fast-paced work environment.
Ability to work under pressure.
Demonstrated ability to work with maximum efficiency, accuracy, and attention to detail.
Must have experience in all Microsoft Office and industry relevant Sales systems. CI/TY experience is preferred.
Ability to work effectively in Microsoft Excel to create spreadsheets regularly.
Demonstrated ability to work cohesively with a team.
Ability to exercise sound logic and judgment in evaluating situations and utilizing appropriate resources.
Must be self-directed, motivated and demonstrate exceptional customer service and interpersonal skills.
Ability to communicate effectively in the English language, both verbally and in writing. A second language is desirable.
Associate or bachelor's degree, preferably specializing in Hospitality is required.
Two (2) years of Sales or equivalent experience is required.
Must have at least two (2) or more years of previous experience related to wedding, social catering sales and conference services in a luxury environment working with high profile clients, top level executives or executive meeting planners.
Another related/equivalent field may be considered.

Nice To Haves

CI/TY experience is preferred.
A second language is desirable.
CMP Certification preferred.

Responsibilities

Responsible for booking corporate, wedding, and social events at prevailing menu pricing, while working with the client to ensure all requirements and expectations from beginning to end are fulfilled.
Develop and maintain an effective office organization that is sales oriented and interrelates with the hotel sales and marketing effort in a synergistic fashion.
Ensure the maximization of departmental profitability by ensuring proper menu pricing, up-selling additional events and amenities, accurate billing, efficient delivery and following all approved credit policies and procedures.
Monitor of blocked space to ensure group is meeting their contractual obligations and groups are blocked appropriately to maximize space potential. Initiate release of blocked space on cut-off date to allow sale of these rooms to other customers.
Orchestrates these functions whether they are on-site or off-site. Provide accurate and timely completion of Banquet Event Orders (BEO) and Resumes. Closing the sale with the customer by collecting the customer’s deposit and signature on the BEO.
Present BEO and communicate group details/changes to all hotel departments at BEO meetings, coordinating the customer’s needs with other property business and activities to ensure the customer’s expectations are met and the property operates efficiently.
Service personally booked and assigned groups while in-house as required by level of commitment in contracts.
Conduct pre-conference and post-conference meetings with client and hotel staff to ensure each event meets client’s expectations.
Ensure the proper care and maintenance of the physical space to protect the assets of the hotel.
Be an active contributor through suggestions and actions to the overall success of The Belgrove Resort.
Attend social events in a professional capacity to represent the Belgrove Resort as it becomes necessary.
Work closely with the Banquet Manager to ensure and maintain levels of service, monitor scheduling of banquet team members while controlling payroll expenses without affecting guest satisfaction and service.
Work closely with Executive Chef in preparing menus for corporate and social functions. These menus need to be competitive with the area, unique, and maintain proper food cost.
Work closely with Beverage Manager in determining banquet bar packages and wine lists that will maintain proper beverage costs.
Budgeting and forecasting food and beverage, room rental, and audio-visual revenues for current month, 3-month, current end of year, and next year.
Responsible for meeting expected revenues by booking business from corporate groups which have 0 to 9 sleeping rooms per night and will utilize function space.
Process all reservation requests, changes, and cancellations received by phone or email.
Oversee accuracy of room blocks and reservations. Input group rooming lists using reservation systems, revise room blocks to maintain the required number of available rooms and keep organized files of all groups. Set-up proper billing accounts according to Accounting policies.