Conference Services Manager - OEM

LUMA Hotel San Francisco•San Francisco, CA

8d•Onsite

About The Position

The Conference Services Manager will be responsible for managing, coordinating, and executing group assignments turned over by the Sales Department. The focus of the role will be to monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage and special concessions. Ongoing pre-arrival, arrival, post-departure communication with clients to ensure seamless guest experience.

Requirements

Minimum 2 years of experience in a sales/admin position of similar capacity of 7000 sq. ft. meeting space and 299 rooms required
Must have strong business communication and presentation skills, both verbal and written
May be required to work varying schedules to include nights, weekends, and holidays
Someone who enjoys being part of a team that provides great experiences for our Guests

Nice To Haves

Delphi experience preferred
HMS experience preferred
Micros experience preferred

Responsibilities

Monitor and manage room blocks and meeting space according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary
Receives group files from Sales Department and reviews them for accuracy and thoroughness
Provides initial written communication with client once file is received. Provides verbal follow-up/introduction one week later
Provides written and verbal communication to client regarding the management of their account
Maintains contact with client on a regular basis to develop a relationship
Review sales contracts as well as other important information, i.e., room block, cut-off date, special concessions and attrition clauses and validate with client via turnover letter. Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues
Maintain Sales and Event Services files up to date, including timely updates in Delphi system. Function as On-Site contact for assigned conferences and events and be visible and available for client and guest assistance as needed
Produce and distribute Group Resume 7-10 days prior to first day of main group arrival and communicate any changes and updated information to hotel departments. Distribute BEOs for group and affiliates 14 days prior to events
Check sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changes. Participate in site visits and plan meetings for upcoming groups and potential affiliate business.
Review all bills that are sent to the client, ensuring they are accurate and timely in order to maximize return business. Compile any cancellation/attrition charges for the group. Send thank you notes and meeting critiques with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines
Plan and/or attend and/or participate in meetings with hotel staff and clients, including but not exclusive to: Morning Operations Briefing, Resume Meeting, Banquet Event Order Meeting, Sales Meeting, Pre-Convention Meetings, Planning Visits
Adjusts schedule to meet department demands and conference calendar
Oversight of Banquet OSE, heart of house GATHER space
Communicate scheduling needs for Banquet House Curator to ENERGIZE
Coordinate with GLOW Team regarding room drops, valet charges and any other inclusions from contract
Perform other functions as required and directed

Benefits

Vacation, Holiday, and Sick pay
Medical/Dental/Vision (with opt. out option)
Life Insurance
AD&D
401(k) – 4% Match
Discount programs
Voluntary Long-Term Disability
Voluntary Short-Term Disability
Voluntary Hospital Insurance, Voluntary Critical Illness Insurance, Voluntary Accident Insurance
Meal Stipend
Commuter Program