Mgr Conference Services

IHG•Chicago, IL

9d•$33 - $36

About The Position

The Manager Conference Services manages and coordinates catering functions booked through the catering department, including social gatherings, galas, and corporate functions. The role coordinates assigned special events, meetings, or galas with catering, conference services, and banquet facilities, while working with clients and hotel departments to deliver agreed services and guest satisfaction. The position negotiates food and beverage pricing, function space, and hotel services within approved booking guidelines; prepares and distributes client and internal event documentation; supports business solicitation and upselling; and assists with catering strategy, budgeting, and sales planning. It also coordinates event details from planning through departure, including menus, room setups, service requirements, billing review, client follow-up, and post-conference reporting.

Requirements

Some college plus 1–2 years of sales- or marketing-related experience, or an equivalent combination of education and experience.
Must speak fluent English.
Ability to travel to workshops, trade shows, conventions, and similar events.
Strong communication and interpersonal skills when interacting with guests, employees, and third parties.
Reading and writing abilities for paperwork, management reports, interpreting results, and giving and receiving instructions.
Frequent use of mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances.
Problem-solving, reasoning, motivating, organizational, and training abilities.
May be required to work nights, weekends, and/or holidays.
Alcohol awareness certification and/or a food service permit or valid health/food handler card, as required by local or state government agency.
Ability to frequently stand or move within and outside the facility.
Ability to carry or lift items weighing up to 25 pounds.
Ability to handle objects, bend, stoop, and kneel.

Nice To Haves

Knowledge of hotel sales and/or catering is preferred.

Responsibilities

Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines.
Confirm group requirements in writing to clients and affected hotel departments through contracts, addendums, pricing confirmations, group resumes, and/or banquet event orders.
Work with catering staff to service and solicit new business, upsell client events, and manage assigned function space and room-block inventory.
Assist with departmental budget preparation and implementation of the hotel’s catering and conference strategy; may assist with sales action plans and annual budgeting and planning.
Coordinate with hotel departments to facilitate services agreed upon with clients and promote teamwork and quality service.
Interact with guests, meeting planners, wholesalers, corporate accounts, travel agencies, advertising agencies, professional organizations, and community groups to support satisfaction, repeat business, and new business.
Assist clients as needed with menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room setup, group room blocks, and VIP services.
Welcome group contacts upon arrival and ensure guest satisfaction; follow up with clients during and after departure to confirm satisfaction and secure future bookings.
Monitor event setup, refreshment, and breakdown to ensure compliance with scheduled times and departmental procedures.
Prepare and distribute banquet event orders and contracts in a timely manner as designated by sales.
Facilitate tastings, conduct hotel and banquet facility tours, and entertain qualified clients in accordance with company and property policies.
Maintain and update client files in accordance with departmental policies and procedures.
Review daily client master-account postings, resolve discrepancies or make necessary adjustments, and review final bills before presenting them to clients.
Complete post-conference reports for senior management and other reports as needed or requested.
Communicate meeting and event needs between clients and the hotel.
Prepare and distribute amenity request forms, obtain required approvals, and follow up on delivery.
Inspect function room setups before guest arrival and ensure they meet client requirements and hotel standards; have deficiencies corrected by appropriate personnel.
Perform other duties as assigned.