Conference Services Manager

Four Seasons•San Francisco, CA

4d•$80,000 - $83,000

About The Position

Coordinates all requirements for various groups booked by the Commercial Department and manages Private Dining Events. Responsible for enforcing the terms of sales letter of agreement and guiding the group contact through the planning process. Communicates the needs and expectations of the client with all departments in the hotel. Ensures successful execution of group and client satisfaction.

Requirements

Excellent reading, writing and oral proficiency in the English language.
Strong selling and interpersonal skills.
Strong problem-solving skills, ability to handle difficult situations and guests.
High level of creativity and attention to detail.
Ability to handle multiple tasks and make decisions in a fast-paced client driven environment.
Ability to work long and irregular hours, holidays, weekends and evenings.
Golden Sales and Catering Computer Software, MS Word, Excel, and ability to use e-mail and the Internet.

Nice To Haves

Bachelor’s Degree / CMP Certification preferred

Responsibilities

Serve as the primary hotel contact for all group bookings post-contract. Ensure timely fulfillment of contractual obligations, including deposit collection and rooming lists. Act as liaison with the Reservations Team to manage rooming list updates, special requests, and VIP accommodations. Provide on-site support by welcoming and assisting groups as needed, including high-profile entertainment clients.
Negotiate and plan Private Dining events with clients through the use of creative and attractive menu presentations and event proposals, to achieve both maximum revenue/profit potential and fulfillment of contractual responsibilities while satisfying client needs.
Coordinate with the Commercial and Food & Beverage Department to ensure proper utilization of function space to yield maximum revenues.
Finalize the requirements of confirmed bookings while maximizing revenue potential through up-selling and ensuring effective communication both written (Resumes, BEO, Daily Reports) and personal contact with all departments for the success of the group. Maintain an active trace/follow-up system. Ensure accuracy of Final Checks and provide bill review on completion of program or event.
Supervise the execution of Private Dining events. Review all function space with Food & Beverage manager. Ensure satisfaction of client at the outset of all events Coordinate the sales efforts between the Commercial and Food & Beverage teams to ensure proper utilization of function space to yield maximum revenues.
Plan and/or attend and/or participate in meetings with hotel staff and clients, including but not exclusive to: Morning Operations Briefing, Resume Meeting, Sales Meeting Pre-Convention Meetings, Board of Operations, Planning Visits, and Menu Tastings.
Make timely and impromptu decisions, which balance clients’ needs with the financial, safety and staffing goals of the hotel.
Find solutions to the inevitable challenges and glitches that arise while groups are on property and keep Managers and Planning Committee promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken where appropriate.
Maintain knowledge of hotel facilities, capacities and dimensions of potential event spaces and basic operational needs of all operating departments.
Comply with Four Seasons Category One and Two Work Rules and Standards of Conduct as set forth in EmPact.
Assist Commercial and Food & Beverage team as required, particularly during large group movements.
Assist with all guests inquires within the Commercial Department, including assistance with high telephone volume and walk-in site inspections.
Perform other tasks or projects as assigned by hotel management.
Be fully versed in the facilities and capabilities of the resorts competitive set. Maintain a visible presence in the community through involvement with Industry associations.
Act as the liaison for all vendor/supplier related client’s needs, (i.e. Audio Visual, Florists, Entertainment, Transportation, DMC, Off-site Locations, etc).
Provide input for the weekly forecast.