Conference Services Manager

Salamander Employer DC, LLC•Washington, DC

16h•$70,000 - $75,000•Onsite

About The Position

Manage, coordinate, and execute group assignments turned over by the Sales Department. Monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage and special concessions. Effectively communicate to all hotel departments the information necessary to successfully execute the group’s needs while maintaining a strong internal and external client relationship.

Requirements

Must be able to work in a catering/conference services office environment and work continuously with all operational departments.
Most tasks are performed independently or in a team environment with the employee acting as team leader.
Knowledge of luxury hotel competitive market.
Must have sufficient computer skills that allows the individual to be able to use, in a proficient manner, all Salamander Hotels & Resorts issued software programs including but not limited to: Microsoft Office, Powerpoint, Excel, Ivvy

Nice To Haves

Exceptional organizational, interpersonal, clear verbal and written communication skills.
Knowledge of Microsoft Office, Ivvy and Meeting Matrix.
Candidate must have attention to detail, be able to multi-task, must possess the ability to work in a fast paced environment, experience handling customer service issues and be a team player.
Extensive knowledge of current food and beverage trends, meeting room capacities, banquet set-up, audio-visual and any other pertinent details as they relate to function room set-up both on and off site.
Make business decisions based on reports and facts, as well as on experience and personal insight.

Responsibilities

Maintain strong client relations and ensure that conference services specifications are communicated and executed for a successful experience for our internal and external clients.
Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary.
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.
Produce and distribute convention resume two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments, or as directed by the department’s policies and procedures.
Distribute BEOs for group and affiliates 10‑14 days prior to events, or as directed by the department’s policies and procedures.
Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business within a 5% variance.
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.
Verify credit information submitted in account management software system at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure.
Participate in Pre/Post‑Convention meetings and review bill with client.
Introduce and recommend house vendors as preferred vendors as determined with the revenue goal of the hotel.
Establish checklist trace dates using appropriate Ivvy.
Generate VIP, transportation, hotel activity, offsite event and amenity forms/details as required.
Maintain clear and open communication with all hotel operating departments.
Maintain good working relations with preferred vendors of the hotel.
Maintain up‑to‑date information on program, food and beverage events in hotel’s inventory management system.
Attend all department, hotel and client meetings as necessary.
Provide on‑going training and support for the department and the hotel as needed.