Events & Meeting Manager

Concord Hospitality Enterprises•Jupiter, FL

10h•Onsite

About The Position

The Wyndham Grand Jupiter is seeking a detail-oriented and enthusiastic Events & Meeting Manager. The Events & Meeting Manager is a key administrative, operational, and revenue-supporting member of the Sales, Catering, Events, and Marketing team. The role manages group pre-arrival processes, rooming lists, group turnovers, site preparations, welcome amenities, reporting, lead management, and short-term meetings and events from inquiry through contracting and detailing. This position serves as the property’s official Lead Catcher, ensuring inquiries, walk-ins, and assigned leads receive prompt, professional follow-up and are accurately managed in Delphi. The manager also supports revenue growth through room block management, attrition monitoring, and premium-room upselling while delivering an exceptional client and guest experience.

Requirements

Detail-oriented
Enthusiastic
Strong Delphi proficiency

Responsibilities

Manage group rooming lists from contract execution through group arrival and departure.
Monitor and communicate cut-off dates, room pickup, block utilization, and potential attrition exposure.
Follow up with clients to secure timely and accurate rooming lists and maximize pickup.
Identify and execute opportunities to upsell premium room categories, upgraded accommodations, and suites.
Prepare rooming-list, pickup, pace, forecast, and related group reports as requested.
Audit group reservations for accuracy and resolve discrepancies before arrival.
Partner with Sales, Revenue Management, Reservations, and Operations to maximize occupancy and room revenue.
Prepare and distribute complete group turnover documentation to Events, Catering, and Operations.
Coordinate and participate in group turnover and operational meetings.
Create and maintain accurate group resumes and supporting event documentation.
Track critical dates, concessions, billing requirements, deposits, and operational needs.
Ensure group files are complete, organized, and ready for successful execution.
Coordinate client site inspections, property tours, and pre-arrival visits.
Prepare guestrooms, meeting space, public areas, collateral, and itineraries for site inspections.
Conduct pre-arrival quality checks for VIPs, planners, and key group contacts.
Coordinate welcome amenities, arrival gifts, VIP arrangements, welcome letters, and group-specific requests.
Partner with Housekeeping, Front Office, Food & Beverage, Banquets, and Engineering to ensure seamless arrivals.
Handle short-term, small meetings and events with space-only or limited-service requirements.
Respond to inquiries received by phone, email, walk-in, referral, hotel channels, Delphi, and assigned lead sources.
Manage assigned business from qualification and quoting through contracting, detailing, execution, and follow-up.
Prepare proposals, contracts, banquet event orders, resumes, and event documentation.
Conduct planning calls and client meetings, confirm all program details, and communicate changes to operational teams.
Maintain high service standards with the goal of earning repeat and referral business.
Serve as the hotel’s official Lead Catcher and central point of intake for incoming sales and event leads.
Receive, qualify, assign, distribute, and track leads according to hotel standards.
Ensure timely responses and follow-up for all inquiries, walk-ins, and assigned opportunities.
Maintain complete and accurate accounts, contacts, activities, traces, bookings, and lead records in Delphi.
Produce lead activity, conversion, and pipeline reports as requested.
Demonstrate strong Delphi proficiency and support consistent system use across the team.
Provide administrative support to the Sales, Catering, Events, and Marketing team.
Maintain accurate group, event, contract, client, and billing records.
Generate weekly, monthly, and ad hoc reports as assigned.
Assist with forecasting, pace reporting, revenue tracking, deposits, amendments, and billing documentation.
Maintain organized electronic and physical files and ensure information is current and accessible.
Provide coverage for team members during vacations, business travel, scheduled days off, and other absences.
Assist with on-site event support during peak periods and high-demand dates.
Attend departmental, operational, and client meetings as required.
Support additional sales, catering, event, and hotel projects as assigned.
Assist the Director of Marketing with special projects, promotions, community initiatives, and hotel activations.
Coordinate Wyndham Rewards point awards for qualifying groups and events, including documentation and tracking.
Coordinate hotel gift card sales, fulfillment, inventory, reconciliation, and reporting.
Assist with marketing collateral, promotional inventory, sponsorships, and seasonal programming.
Inspire greatness in your team.
Encourage and support team members to reach their full potential.
Create a work environment that is a Great Place to Work for all.
Lead with integrity, transparency, respect, and professionalism.
Care for your team and their families.