Conference Services Manager

Trailborn Hotel Management LLC•Jackson, WY

3d•Onsite

About The Position

We are seeking a dynamic and guest-focused Conference Services Manager. The Conference Service Manager is responsible for ensuring banquet events for in-house groups are executed at high standards of quality and efficiency and in compliance with property policies. This position serves as the primary liaison between the client and hotel operations team for all event details, while maintaining optimum guest satisfaction, ensuring accurate group billing, auditing banquet charges, and meeting or exceeding overall profitability objectives.

Requirements

3–5 years of experience in conference services, catering, event management, or hotel operations, preferably in a resort or full-service hotel environment.
Prior experience coordinating large-scale meetings, conferences, weddings, or group events.

Nice To Haves

Bachelor’s degree in Hospitality Management, Business Administration, Event Management, or a related field preferred.
Supervisory or leadership experience preferred.

Responsibilities

Coordinates all aspects and details of events with the event planner, including menu planning, service details, pricing, billing, and payment.
Prepares BEOs, Resumes, and leads internal meetings to review group and event details.
Conducts all pre-conference and post-conference meetings for groups.
Updates Delphi with budget details and completes the Banquets/Catering Forecast.
Follows up on all event details with the necessary resource providers, including but not limited to Banquet Manager, Executive Chef, Audio-Visual Technicians, Equipment Rentals, and other operational departments.
Communicates with the event planner effectively and on a timely basis.
Maintains guest history logs of needs and preferences of event requestors and specific groups.
Utilizes effective cost control processes when suggesting products and services.
Works with the Executive Chef to provide seasonal offerings and special menus when appropriate.
Maintains a strong working knowledge of internal resources and operational capabilities.
Maintains a resource log of approved outside providers of event services and sustains effective working relationships with these vendors.
Supervises the accurate recording and compiling of information, correctly retaining records, files, and logs in accordance with established procedures.
Makes recommendations to the appropriate Sales Manager for follow-up after the group departs to support future bookings.
Processes amenity requests.
Ensures orderly and accurate catering files and proper system maintenance of such files.
Audits all banquet checks and posted event charges for accuracy, completeness, and proper backup documentation prior to final billing.
Ensures the accurate billing of all group events, including verification of banquet charges, concessions, deposits, master account instructions, and final group invoicing.
Works closely with operational and accounting teams to ensure all banquet and catering revenue is posted correctly and reconciled in a timely manner.
Performs other related duties as requested by the Director of Sales.
Recommends profit improvements to the Director of Sales.
Practices safety standards and reports any unsafe conditions to the Director of Sales.
Remains alert, courteous, and helpful to guests at all times.
Interface positively with other departments, offering assistance when needed.
Stay current with Delphi trace list and account data.