Conference Services Manager

Four Seasons Hotels and Resorts•New York, NY

3d•$85,000 - $90,000

About The Position

The Conference Services Manager coordinates requirements for conference groups booked by the Sales Department, enforces sales letter-of-agreement terms, and guides meeting planners through the planning process. The role communicates client needs and expectations across hotel departments and ensures successful event execution and client satisfaction. The position reports to the Regional Commercial Director for New York Downtown. The manager negotiates event proposals and menus to meet client needs while achieving revenue and profit goals, finalizes confirmed bookings, supports upselling, oversees event documentation and billing, and supervises banquet-event execution. The role also participates in planning and operations meetings, handles challenges that arise while groups are at the hotel, and maintains working knowledge of hotel facilities and departmental operations. Additional duties include supporting guest inquiries, site inspections and large group movements; mentoring administrative staff; coordinating vendor and supplier needs; and contributing to the weekly forecast.

Requirements

2 to 3 years of experience directly related to hotel conference services.
Excellent reading, writing, and oral proficiency in English.
Good organizational skills and attention to detail.
Ability to multitask and work under pressure.
Creativity and the ability to negotiate, organize, and delegate.
Ability to work long and irregular hours, including weekends and evenings.

Nice To Haves

Bachelor’s degree or CMP certification preferred.
Basic knowledge of audiovisual equipment and internet technology is helpful.

Responsibilities

Negotiate with clients using creative menu presentations and event proposals to maximize revenue and profit while fulfilling contractual obligations and meeting client needs.
Coordinate with Sales and Catering to ensure proper use of function space and maximize revenue.
Finalize requirements for confirmed bookings, pursue upselling opportunities, and communicate event details to hotel departments through resumes, banquet event orders, daily reports, and personal contact.
Maintain an active trace and follow-up system; ensure banquet-check accuracy and review bills after programs or events.
Supervise banquet-event execution, review function space with the banquet manager and, when necessary, the head house attendant, and ensure client satisfaction at the start of events.
Plan, attend, or participate in hotel-staff and client meetings, planning visits, and menu tastings.
Follow Four Seasons conference-services standards and work professionally with coworkers and planning committees.
Make timely decisions that balance client needs with hotel financial, safety, and staffing goals.
Resolve challenges that arise while groups are on property and promptly inform the Director of Conference Services and planning committee about problems or unusual matters.
Maintain knowledge of hotel facilities, capacities, meeting-space dimensions, and operating departments’ basic needs.
Follow Four Seasons Category One and Two Work Rules and Standards of Conduct as set forth in EmPact.
Assist with sales and catering guest inquiries, high telephone volume, and walk-in site inspections.
Assist the Conference Services Department, particularly during large group movements.
Mentor and develop administrative staff for future career growth.
Act as liaison for vendor and supplier needs, including audiovisual, florists, entertainment, transportation, destination management companies, and off-site locations.
Provide input for the weekly forecast.