Conference Services Manager - Hotel Commonwealth

Sage Hospitality Resources, LLP•Boston, MA

62d

About The Position

At Hotel Commonwealth, nestled in the heart of Fenway, we start with a simple belief: every guest's story is unique, and so is the way we serve them. Our approach isn't scripted, printed, or tucked away in a handbook-it's woven into the DNA of who we are. Here, _unscripted hospitality_ is more than a phrase; it's how we turn every interaction into something memorable, authentic, and entirely our own. From our stylish rooms and extraordinary suites to the coveted views of Fenway Park, every corner of our hotel radiates legendary urban charm. We invite you to share your love for Boston-its vibrancy, quirks, and endless energy-with our guests. Our team thrives on details, delights in exceeding expectations, and takes pride in being unmatched hosts to travelers from across the globe. This is more than just a role-it's a chance to bring fresh perspective, creative flair, and new ideas to an already celebrated hotel. Together, we create experiences guests will never forget, and moments we'll be proud of long after they've checked out. Job Overview Plan, organize and manage the in house details for large group and convention booking (e.g. Guest rooms, menus, set-up, etc.) Participate in negotiating meetings/functions, rooms, rates and all related requirements. Ensure maximization of room and meeting space, revenues, and profits while delivering a quality product. Focus on execution of all aspects of event planning including coordination from the signing of a group contract forward, VIP needs, amenities, group resumes, and rooming lists.

Requirements

More than two years of post high school education.
Ttwo to four full years of employment in a related position with this company or other organization(s).
Requires a working knowledge of banquet/catering food and beverage services, policies or operations.
Requires knowledge of computer equipment.
Requires compiling facts and figures in accordance with established procedures.
Supervisory skills needed.
Communication skills required to provide information and associated services to hotel management and guests.
Excellent hearing necessary for verbal interaction with guests and associates.
Excellent vision necessary to view set-ups.
Excellent speech communication skills required for verbal interaction with guests and associates.

Responsibilities

Responsible for the management and planning of meetings/conventions and related activities.
Attends Banquet Event Order (BEO) and staff meetings and perform as a team leader for all hotel department staff participating in the event delivery process.
Achieve a minimum of 90% of productivity goals and 100% of activity goals, as established by management.
Coordination of all group business as developed by the sales manager. Contact and appropriately follow-up on all signed/contracted business within 5 working days. Determination and coordination of all event planning needs.
Maintain well documented, accurate, organized and up to date file management in order to serve client and the employer in the most expedient, organized and knowledgeable manner.
Develop customer profiles and maintains an effective trace system including trace dates and references resulting in superior account service and increased revenues.
Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.
Follow up on all client needs and inquiries in an efficient and expedient manner.
Focuses on revenue-generating activity and maximizes selling time through retaining accounts/clients, maximizing account yield opportunities and sales effectiveness.
Detail, up-sell and detail the program with the client including; verification and modification of space requirements, audio-visual, times, equipment, menus, themes/decorations, etc. Prepare the appropriate resumes and paperwork to ensure quality service.
Manage function details and related activities to ensure that program requirements are satisfied. Anticipate and handle customer complaints and/or problems to ensure quality product delivery, customer satisfaction and repeat business.
Oversees all billing details for hotel groups to include processing of deposits, direct bill applications, credit card authorizations and coordination with accounting.
Improve hotel convention services' products through; (a) participate in the development of new sales tools and systems, (b) participate in the analysis of the strengths and weakness of our competitions product, and (c) analysis, understanding, and satisfaction of our customers' needs.
Monitor and control individual client event budgets and details to maximize revenues and minimize expenses while ensuring delivery of a quality product.
Attend and lead pre conference meetings as needed. Coordinate the pre-con between the client and hotel staff and review the details of the BEO with all parties.
Close out all groups to include pickup in sales system (Delphi) and commission owed, including processing with accounting.