Conference Services Manager

Four Seasons Hotels and Resorts•Palo Alto, CA

1d•Onsite

About The Position

Four Seasons Hotel Silicon Valley is currently looking for a Conference Services Manager. This role is responsible for discussing meeting room arrangements with planners and communicating this information through respective hotel department heads via a conference/meeting resume. The manager will prepare resumes for groups, review all details in weekly Staff Meetings, and adhere to the Catering and Conference Services Department’s standard operating procedures. The role also involves helping to establish and maintain the Hotel’s marketplace position as an elite venue within social and corporate communities, and following specific standard operating procedures for all staff to promptly and thoroughly handle all steps in the event planning process. Ensuring site inspections and client visits are successful by planning carefully and communicating accurate details in advance to all departments is crucial. The Conference Services Manager must proactively achieve consistently high Qualtrics scores by establishing a good rapport with the client, ensuring accurate preparation, and being visible during the conference to meet client expectations. Servicing all current and future client accounts in accordance with hotel standards, communicating with Food & Beverage Managers for banquet functions, and relaying client requests to relevant departments are key responsibilities. The manager must ensure banquet event orders are accurate and provide all relevant information to departments concerned in a timely manner. Participation in regular and operational meetings is required. The role involves coordinating all aspects of conferences in response to client needs, including but not limited to food and beverage requirements, timing of events, audio-visual requirements, special attention to guests, room type allocation, rooming lists, amenities, function room set up, group transportation, check-in/check-out procedures, special meal requests, arrival/departure manifests, luggage handling, complimentary rooms, billing instructions, authorized signatures, room deliveries, telephone and internet requirements, storage and delivery of materials, power requirements, key requirements, expected food and beverage outlet usage, hospitality/office/registration desk needs, business center requirements, entertainment, leisure activities, and décor.

Requirements

Flexible work hours to include weekends and holidays in order to meet the demands of a 24 hour operation.
Excellent communication skills in all aspects: verbal, written and non-verbal.
Previous experience in catering sales and/or conference services in a luxury environment preferred.
Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems.

Nice To Haves

Previous experience in catering sales and/or conference services in a luxury environment

Responsibilities

Discuss meeting room arrangements with planner and communicate this information through respective hotel department heads via a conference/meeting resume.
Prepare resumes for groups and review all details in weekly Staff Meeting.
Adhere to the Catering and Conference Services Department’s standard operating procedures.
Help establish and maintain Hotel’s marketplace position at the city’s most elite venue within social and corporate communities.
Follow the specific standard operation procedures for all staff in order to promptly and thoroughly handle all steps in the event planning process adhering to the standards of hotel protocol.
Ensure all site inspections and client visits to the Hotel are successful by planning carefully and communicating accurate details in advance to all departments.
Proactively achieve consistently high Qualtrics scores through establishing a good rapport with the client, preparation work having been done accurately and being visible during the conference to ensure the client’s expectations have been met.
Ensure all current and future client accounts are serviced in accordance with hotel standards.
Communicate with Food & Beverage Managers for all related banquet functions, and communicate client requests to relevant departments.
Ensure banquet event orders are accurate and provide all relevant information to departments concerned in a timely manner.
Participate in all regular and operational meetings as required.
Coordinate all aspects of conferences in response to client needs; to include but not limited to food and beverage requirements, timing of events, audio-visual requirements, special attention to guests, room type allocation, rooming list, amenities, function room set up, group transportation, type of check in, check out to include satellite check in, special meal requests, arrival/departure manifests, bag pulls, luggage storage, complimentary rooms, billing instructions, authorized signatures, room deliveries, telephone and internet requirements, box storage and delivery, power requirements, key requirements, expected food and beverage outlet usage, group hospitality/office/registration desk requirements, business center requirements, entertainment, leisure activities, décor (to include floral) requirements.