Conference Services Manager

Graduate Providence•Providence, RI

22h•Onsite

About The Position

The Conference Services Manager is responsible for world-class management and coordination of assigned short and long term group business after it is booked by the Sales Department and through completion of the event or function, while maintaining profitable operations and high quality products and service levels. He/She is expected to establish a relationship of trust with the client where they can be the main resource once the contract has been turned definite. He/She must act as liaison between client and operating departments to ensure a successful meeting and to generate repeat business.

Requirements

Minimum (2) two years of college, degree desirable
Excellent written and oral communication skills
At least 2 years experience in a similar position in similar operation preferred
Experience with Microsoft Office- particularly Word, Excel, and Powerpoint
Event Services experience preferred
Experience with Delphi desireable
Knowledge of relationship-building skills and able to effectively network

Responsibilities

Coordinate, direct and oversee group and local catering events as required based on the needs of the Hotel. Initiate, follow up and introduce yourself to client once contract is definite.
Responsibilities include but are not limited to: room block management, menu planning, coordinating audio/visual equipment, rooming lists and resumes in a timely manner, up selling group and food and beverage from contracted amounts and exceeding revenue as well.
Accurately create banquet event orders, mailing lists, gift lists, etc. accurately and in a timely manner as requested by the Catering Sales Manager and/or Director of Catering as well as Group Sales Managers.
Facilitate/Create Weekly or Daily distribution of important catering department documents to include the following: Banquet Event Orders/ Change Log, 10 Day Report, In-house Reader Board, Daily Site Sheet.
Attend weekly BEO meetings with all operational department heads to discuss food and beverage details of upcoming groups.
Oversee in-house groups including initial contact upon arrival to welcome to the hotel. Act as on site contact for group clients with catering events in-house. Work with accounting/finance to follow up on credit applications and billing issues.
Meet with/Entertain clients when appropriate. Represent the hotel at trade shows as and industry events as appropriate.
Be on-site main contact for the group including but not limited to: pre-con and greeting the group contact upon arrival and detailing/servicing client events as needed. Maintain visibility on the floor for guests and staff.
Work with accounting/finance to follow up on credit applications, billing and payment for rooms and functions.
Work with all departments to coordinate any special needs/request of clients including site inspections when needed. Attend Sales Meeting as required as well as participates in other projects as assigned.
Wedding Blocks or rooms only proactively follow up for food and beverage up-sell, assist with managing the gift bag distribution and special arrangements as needed.
Detail and support the Group Sales Managers doing BEO’s, detailing, room lists, group resumes, credit, etc.
Conduct and/or attend all required meeting, including pre-convention and post-convention meetings.
Plan and execute holiday brunches and special events in conjunction with the Director of Conference Services.
Use feedback from Meeting Planner evaluations to improve service and quality.
Perform any other duties as requested by the Director of Sales & Marketing