Sales - Director of Conference Services

Ojai Valley Inn & Spa•Ojai, CA

2d•Onsite

About The Position

Director of Conference Services is responsible for the collaboration and leadership of the conference services management and support team. In addition to oversight of the team, the position will coordinate services for groups and organizations holding meetings and events at the resort. STANDARD SPECIFICATIONS: Must have previous conference services experience in a leadership role at a 4 or 5 star resort. Must possess a high level of quality orientation to ensure tasks and projects are conducted, maintained completed and presented with 5 star standards. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

Requirements

Delphi knowledge and experience in addition to basic relevant technology applications.
Professional communication skills, both verbal and written. Good grammar usage. Able to compose correspondence including letters, emails, memos and reports.
Able to work under pressure and meet deadlines.
Able to work and contribute to a team environment.
Must have a minimum of two years’ experience in conference management in a hotel of comparable quality and size.
Must be knowledgeable of operations in all other areas of the hotel, but particularly in the kitchen and front office.
Detail oriented. Organized and efficient. Safety-minded.
High quality standards for production and service.
Diplomatic and calm.
Strong written and verbal communications skills.
Courteous, friendly, and professional manner.
Good team player. Customer service focus.
Able to work productively with little supervision.
Trustworthy and reliable.

Nice To Haves

Previous conference services experience in a leadership role at a 4 or 5 star resort.

Responsibilities

Sell and reserve conference rooms and coordinate services for groups and organizations holding meetings, conventions and other events on hotel grounds.
Act as onsite contact for all assigned groups, as well as working with the customer to produce BEO's and Convention Resumes.
Ensures that all special arrangements-Food and Beverage, Audio Visual, and other requests are properly documented on BEO's and signed by authorized representative.
Attend pre-conference meetings when necessary with clients and pertinent departments to confirm all relevant details are communicated.
Understand and respond to all guest needs and requests in a timely and professional manner.
Act as a liaison between hotel and groups, ensuring meeting space is appropriately set up, and handling any special client requests and activities on or off-site.
Create group resumes sheets which detail group purpose, room/suite block/pickup, rates and special negotiations, VIP’s, meeting and recreation agenda, AV, accounting, and all special instructions to operational departments of hotel.
Plan assigned group food and beverage events, including assistance with menu selection, decorations, entertainment, and audio visual.
Address unexpected problems as they arise to make sure that the events go as planned.
Create Banquet Event Orders that include information for each groups’ meeting and food and beverage functions.
Communicate last minute changes in group functions to hotel staff and ensure satisfactory follow-up.
Plan and direct pre-convention meetings, as requested by client.
Lead weekly departmental meetings, and support the management team in their roles.
Oversee an administrative support team.