Conference Services Manager

JLL•Omaha, NE

4d•Onsite

About The Position

We are currently seeking a Conference Services Manager to join our Experience Management (XM) team at Mutual of Omaha's headquarters in Omaha, Nebraska. The Conference Services Manager is responsible for the strategic oversight and day-to-day operations of the Conference Center and executive meeting spaces. The Conference Services Manager manages the operations of the Conference Services team and is responsible for implementing communication standards and fostering strong relationships with property management and other departments. The position works cooperatively with the on-site property management team in promoting service, company and property initiatives, and conference functions.

Requirements

Bachelor's degree or equivalent work experience.
5–7 years experience in progressively responsible roles in hospitality, event management, corporate facilities, or related field.
Minimum of 3 years of people management experience.
Excellent communication skills including verbal and written.
Excellent problem-solving and leadership skills.
Knowledgeable in Microsoft Office, Google Docs, and digital technology.
Ability to complete multiple tasks while maintaining a pleasant and professional demeanor.
Ability to listen and react quickly to guests' and clients' requests in a genuine manner.
Ability to prioritize tasks under pressure.
Ability to work with varied personalities and temperaments.
Self-motivated and action-oriented team player.
Take pride and ownership in the position and property.
Strong knowledge of the area's entertainment, dining, and cultural venues, and commitment to keeping that knowledge up to date.
Able to implement company policies and procedures to ensure effective leadership of the team.
Ability to stand and walk for extended periods of time.
Ability to lift and carry up to 50 lbs.
Able to use a computer, iPad, and cell phone frequently throughout each day.
Candidates must be authorized to work in the United States without sponsorship.

Responsibilities

Oversee day-to-day operation of the planning and execution of events and conference services.
Give tours of the property as directed.
Conduct client meet and greet prior to events and post-event follow-up.
Maintain vendor relationships, agreements, certificates of insurance, and reports.
Conduct pre-event meetings with event staff as directed.
Provide reports with detailed analysis of initiatives and inquiries received.
Maintain digital platforms with updated information and respond to inquiries.
Handle all event planning requests from the office, associates, and visitors from start to finish.
Create and distribute a weekly and monthly events calendar.
Maintain up-to-date and accurate venue information including floor plans, capacities, and technology specifications.
Coordinate labor for events including janitorial, security, and loading dock schedules.
Manage audio-visual equipment maintenance, security, and team knowledge.
Work directly with the fire marshal to ensure compliance with all fire safety regulations.
Secure insurance certificates as directed.
Keep up-to-date status of all agreements for events and preferred vendors.
Distribute inner office communications as directed.
Coordinate appropriate labor for all events and as directed.
Coordinate security as directed.
File all correspondence as directed.
Provide consultative guidance to associates on space selection, room capacity, and layout options.
Conduct pre-event consultations with meeting organizers to understand objectives, logistics, and service expectations.
Collaborate with event organizers on logistics, timelines, setup requirements, and details.
Serve as on-site point of contact during high-profile or executive-level meetings.
Ensure all conference rooms, technology, furniture, and equipment are maintained to the highest standards.
Conduct walkthroughs of all conference spaces to verify readiness and cleanliness.
Manage room resets, setup configurations, and post-event breakdown.
Offer recommendations to enhance meeting effectiveness and attendee experience.
Create and deliver an exceptional, high-touch, hospitality-driven experience for all users.
Anticipate needs and proactively address requests from associates, executives, and guests.
Coordinate special requests including catering, signage, and guest services.
Maintain a professional, polished, welcoming presence reflecting the premium nature of the facilities.
Supervise the Conference Services Coordinator and Conference Services Concierges, providing daily support and management of job performance.
Evaluate and participate in the hiring of the event team.
Train team on JLL and property policies and procedures.
Counsel and coach team members regarding performance and partner with HR as needed.
Conduct regular one-on-one meetings and team huddles to communicate priorities.
Foster a culture of proactive service, collaboration, and continuous improvement.
Maintain relationships with preferred vendors including catering and service providers.
Manage vendor performance, service agreements, and compliance documentation.
Coordinate logistics for catering deliveries and third-party services during events.
Ensure all vendor activity aligns with standards, policies, and security protocols.
Serve as primary liaison between Conference Services and internal stakeholders including facilities, IT, security, and executive leadership.
Communicate proactively regarding upcoming events, maintenance schedules, and space availability.
Create and maintain standard operating procedures, service guidelines, and internal communications.
Prepare and distribute monthly reports on conference space utilization, event volume, and service performance.
Track metrics including booking volume, satisfaction, and response times.
Analyze trends and provide recommendations to optimize space usage and enhance experience.
Maintain accurate records of events, vendor activity, incidents, and feedback.
Submit work tickets for maintenance, technology issues, or facility concerns.
Coordinate with security on visitor registration, badge distribution, and access protocols.
Support internal events, training sessions, and executive gatherings.
Provide on-site event strategy and oversight including setup oversight and real-time troubleshooting.
Coordinate technology support with IT and vendors to resolve technical issues.
Ensure all stakeholders have up-to-date information to execute meetings and events.