Conference Services Manager

Rosewood Hotel Group•Menlo Park, CA

41d•$75,000 - $93,000•Onsite

About The Position

Under the supervision of the Director of Catering, the Conference Services Manager is responsible for all aspects and functions of Conference Services in accordance with Hotel standards. This role coordinates arrangements and details for clients' functions.

Requirements

Minimum two years’ experience for a luxury or ultra-luxury property.
College degree or equivalent work experience.
Must be able to perform job functions with attention to detail, speed and accuracy.
Must be able to prioritize, organize and follow-up.
Must be a clear thinker, remaining calm and resolving problems using good judgment.
Must follow directions thoroughly.
Must understand a guest’s service needs.
Must work cohesively with co-workers as part of a team.
Must work with minimal supervision.
Must maintain confidentiality of guest information and pertinent hotel data.
Knowledge of foods and wines.
Thorough knowledge of banquet service and operations.
Thorough knowledge of market in which hotel is competing.
Ability to generate sales.
Ability to effectuate quality and quantity control standards.
Ability to be resourceful, creative and maintain flexibility.
Ability to add and subtract three-digit numbers.
Ability to perform mathematical operations.
Ability to access, input, analyze and retrieve information from computers.
Ability to maintain excellent relations with staff.
Ability to maintain staff and guest confidentiality at all times.
Ability to manage by example.
Ability to accept responsibility for actions of others.
Exceptional oral communication skills to ensure ability to negotiate and persuade guests and staff to achieve results beneficial to operation of hotel.
Ability to converse calmly with challenging guests, superiors and subordinates in sometimes intense emotional situations.
Ability to focus and maintain attention to performance of tasks despite frequent stressful, emergency, critical or unusual interruptions.
Ability to memorize, recollect and quickly retrieve dates, names, times and other data.
Ability to work and complete assignments on time despite frequent stressful, emergency, critical or unusual interruptions.
Ability to participate in all departmental and hotel-wide meetings.
Required to speak, read and write English.

Nice To Haves

Teamwork
flexible
positive attitude
great written communication
luxury experience preferred
Skilled in Outlook, Microsoft Office, Sales Force, Social Tables, Opera, and Microsoft Teams.
Fluency in other languages preferred.

Responsibilities

Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
Ensure that standards are maintained at a superior level daily.
Prepare ‘call report’ on daily basis.
Maintain contact with ongoing clients on a regular basis. Anticipate guests’ needs, respond promptly, and acknowledge all guests, however busy and whatever time of day.
Be familiar with all Hotel services/features and local attractions/activities to respond to guest inquiries accurately.
Maintain complete knowledge of daily scheduled group functions, times, locations, amount of people and specified requirements.
Maintain complete knowledge of location of all Hotel function space and names of rooms.
Maintain complete knowledge of all styles of meeting and Banquet room settings.
Maintain complete knowledge of correct maintenance and use of equipment.
Maintain complete knowledge of all Departmental/hotel policies and procedures.
Maintain complete knowledge of all safety guidelines.
Suggest, confirm, and finalize menus for clients.
Monitor services provided by banquet staff.
Coordinate activities of catering department with other departments to ensure excellent service to guests.
Assist in preparing weekly and monthly reports and forecasts.
Participate in quality control activities.
Interact in courteous and professional manner with all guests, staff, and community members.
Respond in a courteous, professional, and rapid manner in order to resolve all guest and staff difficulties.
Apply principles of logical thinking to a wide range of nonstandard intellectual and practical problems to perform and direct many varied and complex tasks.
Interact with people beyond giving and receiving instructions, particularly interaction with supervisor, subordinates, co-workers, and guests in completing assignments, resolving staff and guest complaints.
Create & maintain all group resumes and group meeting requirements and organize into chronological order.
Conduct weekly Resume Meetings.
Conduct Pre-Convention Meetings.
Attend BEO Meetings which are held twice a week on Tuesday and Thursday.
Inspect set-ups; check for cleanliness, neatness and agreement with group requirements and departmental standards; rectify deficiencies with respective personnel.
Meet group coordinator/host(ess) prior to function, make introduction and ensure that all arrangements are agreeable.
Coordinate group's requests for additions/changes to scheduled arrangements.
Maintain a personal organization system for files and paperwork within departmental guidelines.
Ability to effectively handle multiple accounts and priorities, to ensure the successful completion of all job duties and client responsibilities.
Contact client and maintain effective communication throughout planning and while on site to insure successful completion of convention.
All other duties as required.