Conference Services Manager- InterContinental Boston

IHG•Boston, MA

1d•Onsite

About The Position

The InterContinental Boston is seeking a passionate Conference Services Manager to join their team. This role involves managing and coordinating all conferences, meetings, group functions, and group activities booked through the sales department. The InterContinental brand is known for its personalized service and memorable experiences, and the Boston property is a landmark of luxury overlooking the waterfront, featuring extensive meeting and event space. The ideal candidate will be charming, confident, and internationally-minded to ensure the continued success of the hotel.

Requirements

Some College plus 1-2 years sales or marketing related experience or equivalent combination of education and experience.
Knowledge of hotel sales and/or catering required.
Must speak fluent English.
Frequently standing up or moving within and outside of the facility
Carrying or lifting items weighing up to 25 pounds
Handling objects
Bending, stooping, kneeling
Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with guests, employees and third parties that reflects highly on the hotel, the brand and the Company.
Reading and writing abilities are utilized often when completing paperwork and management reports, interpreting results, and giving and receiving instructions.
Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances are utilized frequently.
Problem solving, reasoning, motivating, organizational and training abilities are used often.

Nice To Haves

Prior experience in a luxury hotel environment is preferred.

Responsibilities

Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines.
Confirm in writing to the client and all affected hotel departments all group requirements via sales contract terms, addendum's, confirmation of pricing, group resumes, and/or banquet event order.
Work with sales team to service and solicit new business.
Up-sell client events and manage function space and room block inventory as assigned.
Assist in the implementation of the hotel’s catering and conference strategy.
Work closely with other hotel departments to facilitate services agreed upon by the sales office and prospective clients.
Promote teamwork and quality service through daily communication and coordination with other departments.
As needed, assist the client in menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room set-up, group room blocks and VIP services, etc.
Welcome group contact upon arrival at function and ensure guest satisfaction.
Follow up with clients regularly during and after departure to ensure satisfaction and secure future bookings.
Monitor and handle inquiry calls and provide client proposals in accordance with established departmental policies and procedures.
Monitor and ensure all functions are set up, refreshed, and broken down in compliance with scheduled times and departmental procedures.
Work in a timely manner to executive and distribute all Banquet Event Orders (BEO) and contracts as designated by sales.
Conduct hotel and banquet facility tours and entertain qualified clients in accordance with company and property policies.
Maintain client files and update information daily in accordance with established departmental policies and procedures.
Review daily postings of charges to master accounts of clients and resolve any discrepancies or process necessary adjustments. Review final bill prior to presenting to client.
Complete post-conference reports of events for senior management, and complete other reports as needed or requested.
Report and communicate Meeting event needs between the client and hotel.
Prepare and distribute amenity request forms for specified clients. Obtain designated approvals and follow-up on delivery.
Check function room set ups prior to guest arrival, ensuring all details are in agreement with client’s requirements and hotel standards. Ensure deficiencies are corrected by appropriate personnel.
May perform other duties as assigned.