Conference Services Manager

Pyramid Global Hospitality•West Palm Beach, FL

About The Position

The Conference Services Manager at The Belgrove Resort provides professional, value-added service to guests and is responsible for securing and developing corporate and social events, nonprofit events, and weddings. The role maintains existing client relationships and cultivates new business, coordinating sales and service activities generated through direct and indirect solicitation in corporate, wedding, and social markets. It includes servicing events from initial booking through completion, whether held on-site or off-site, while coordinating client needs with hotel operations and other property activities. The manager works with hotel teams to maximize event and departmental profitability through pricing, upselling, accurate billing, efficient delivery, and compliance with credit policies. The position also supports room-block management, group reservations, budgeting and forecasting for food and beverage, room rental, and audio-visual revenues, and coordination of banquet staffing and event menus. The role contributes to the overall success and asset care of The Belgrove Resort and may attend social events in a professional capacity to represent the property.

Requirements

Associate or bachelor's degree is required, preferably specializing in Hospitality.
At least two years of Sales or equivalent experience is required.
At least two years of experience related to wedding and social catering sales and conference services in a luxury environment, working with high-profile clients, top-level executives, or executive meeting planners; another related or equivalent field may be considered.
Experience with Microsoft Office and industry-relevant sales systems.
Ability to analyze client needs and negotiate pricing and client requests.
Strong organizational and analytical skills, with demonstrated ability to multitask and prioritize in a fast-paced work environment.
Ability to work under pressure and with maximum efficiency, accuracy, and attention to detail.
Ability to work cohesively with a team and exercise sound logic and judgment when evaluating situations and using appropriate resources.
Self-directed and motivated, with exceptional customer service and interpersonal skills.
Ability to communicate effectively in English, verbally and in writing.
Ability to work effectively in Microsoft Excel and regularly create spreadsheets.

Nice To Haves

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

Responsibilities

Book corporate, wedding, and social events at prevailing menu pricing and work with clients to fulfill their requirements and expectations from beginning to end.
Develop and maintain an effective, sales-oriented office organization that works synergistically with the hotel sales and marketing effort.
Maximize departmental profitability through proper menu pricing, upselling events and amenities, accurate billing, efficient delivery, and adherence to approved credit policies and procedures.
Monitor blocked space and group contractual obligations, ensure groups are blocked appropriately, and release blocked space at cutoff dates so rooms can be sold to other customers.
Coordinate event functions held on-site or off-site; complete Banquet Event Orders (BEOs) and resumes accurately and on time; and close sales by obtaining client deposits and BEO signatures.
Present BEOs and communicate group details and changes to hotel departments at BEO meetings, coordinating client needs with property operations and other business activities.
Personally service booked and assigned groups while they are in-house, as required by contractual commitments.
Conduct pre-conference and post-conference meetings with clients and hotel staff to ensure events meet client expectations.
Ensure proper care and maintenance of physical spaces to protect hotel assets.
Contribute suggestions and actions toward the overall success of The Belgrove Resort and attend social events professionally to represent the resort as needed.
Coordinate with the Banquet Manager to maintain service levels, monitor banquet team scheduling, and control payroll expenses without affecting guest satisfaction or service.
Work with the Executive Chef to prepare competitive and distinctive menus for corporate and social functions while maintaining appropriate food costs.
Work with the Beverage Manager to determine banquet bar packages and wine lists while maintaining appropriate beverage costs.
Budget and forecast food and beverage, room rental, and audio-visual revenues for the current month, three-month period, current year-end, and following year.
Meet expected revenues by booking corporate group business with zero to nine sleeping rooms per night that uses function space.
Process reservation requests, changes, and cancellations received by phone or email.
Oversee the accuracy of room blocks and reservations; enter group rooming lists into reservation systems; revise room blocks to maintain required room availability; maintain organized group files; and establish billing accounts according to Accounting policies.