Conference Services Manager

Pyramid Global Hospitality•Naples, FL

22h•Onsite

About The Position

The Conference Services Manager is responsible for the planning, coordination, and flawless execution of group and conference business from the point of contract turnover through post-event follow-up. This role serves as the primary liaison between meeting planners and the resort's operational departments, ensuring every group's requirements are translated into detailed, actionable banquet event orders (BEOs) and delivered to the standards expected of a luxury resort.

Requirements

Bachelor's degree in Hospitality Management, Business, or related field preferred, or equivalent combination of education and experience.
Minimum 3 years of experience in conference services, catering, or event management, preferably within a luxury resort or full-service hotel environment.
Working knowledge of Delphi.fdc, Salesforce, or comparable sales and catering systems.
Strong working knowledge of banquet and meeting room operations, food and beverage service standards, and audiovisual requirements.
Exceptional organizational skills with the ability to manage multiple groups and deadlines simultaneously.
Polished written and verbal communication skills; comfortable presenting to and negotiating with clients.
Proficiency in Microsoft Office (Word, Excel, Outlook).

Nice To Haves

Client-first orientation with a calm, solutions-focused approach under pressure.
Meticulous attention to detail and follow-through.
Strong cross-departmental collaboration and leadership presence.
Financial acumen related to group billing, forecasting, and upselling.

Responsibilities

Serve as the primary point of contact for assigned group and conference accounts following contract signing, building and maintaining strong client relationships throughout the planning cycle.
Conduct pre-planning calls and site visits with meeting planners to confirm program specifications, room sets, food and beverage requirements, audiovisual needs, and billing arrangements.
Prepare, distribute, and maintain accurate, detailed BEOs and group resumes within Delphi/Salesforce, ensuring timely turnover to all operating departments.
Lead and/or participate in weekly BEO and resume meetings, communicating changes and special requirements clearly to banquets, culinary, engineering, AV, and front office teams.
Manage room block and meeting space diary integrity in coordination with the Reservations and Sales teams, monitoring attrition, cutoff dates, and space utilization.
Conduct pre-conference and post-conference meetings with department heads and be present on-site during key program milestones to ensure smooth execution.
Review and process billing, deposits, and final invoicing in coordination with the Accounting department; resolve discrepancies promptly and professionally.
Upsell resort outlets, spa, off-site excursions, and enhanced experiences to maximize group revenue and guest satisfaction.
Solicit post-event feedback and prepare recap reports; identify opportunities for repeat and referral business.
Maintain thorough knowledge of resort facilities, capacities, vendor partners, and citywide/area happenings that may affect group programs.
Support departmental administrative functions, including forecasting, month-end reporting, and maintenance of group files.
Uphold all resort brand standards, safety protocols, and service expectations at all times.