Senior Conference Services Manager

Seascape Beach Resort•Rio del Mar, CA

18d•$75,000 - $90,000

About The Position

SUMMARY: This position is responsible for planning, organizing, and coordinating functions and guest rooms for assigned group accounts, in accordance with hotel policies and quality standards, to ensure customer satisfaction, maximize profitability, and generate return business. Works with F&B and other Directors to plan events for groups and conferences. Acts as liaison/conduit between Sales, Operations, F&B, and Banquets & Catering throughout the conference and for all internal, external, and client points of contact. Orchestrates events, manages workflows and process flows, and develops conference resumes, and heads Pre-Con and Post-Con events and scheduling.

Requirements

2 plus years related experience and/or training; or equivalent combination of education and experience.
Prior experience in Sales and Customer Service required. Experience in Hospitality required.
Requires excellent organizational, follow up and follow through skills.
Must be able to build and maintain internal and external working relationships.
Two year’s related hotel/resort industry experience and/or training.
Associate degree or equivalent from 4-year institution; or 4 years related experience and/or training; or equivalent combination of education and experience.
Sales and customer service experience required.
Proficient in Microsoft Office, and Delphi fcd
Ability to read, comprehend and provide instructions, both written and verbal.
Strong writing skills.
Proficient in Outlook, MS Office, Delphi fcd and Internet applications.
Lift 10 lbs.
Sit, stand, and walk for long periods of time.

Nice To Haves

Bi-lingual capabilities preferred.
Knowledge of HotSos, Maestro, and NetSuite helpful.

Responsibilities

Manage services for client conferences including but not limited to; rooming list, group details, F&B, and cross-selling and up-selling opportunities.
Understand and respond to all guest needs and requests in a timely and professional manner.
Work with assigned Sales Mangers to ensure the best experience for groups/clients.
Act as liaison between hotel and meeting planner to ensure a successful event. This includes obtaining rooming lists, establishing billing, overseeing group room blocks, welcoming VIP's, overseeing amenity requests, handling on site event logistics, coordinating outside vendors, and enforcing the contract.
Write resumes for each group giving the hotel's departments an overview and schedule of the conference and its objective, details of the meeting agenda, AV requirements, VIP's, billing arrangements and amenity requests.
Plan group's food and beverage events, including assistance with menu and wine selection, decorations, entertainment, and audio visual.
Create and execute accurate banquet event orders that include detailed information on the agenda, menu items, room set up, and billing arrangements.
Meet the client upon arrival and conduct preconference review, including the introduction of Department Heads, overview of events, and guest arrival details.
Communicate last minute changes in group functions to hotel staff and ensure accurate and satisfactory follow up.
Conduct post conference (Post CON) review with clients including the presentation of banquet checks when applicable.
Review all bills that are sent to the client, ensuring they are accurate and timely to maximize return business.
Compile any cancellation/attrition charges for the group.
Send thank you notes and meeting critiques with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines. Communicate to the other departments as necessary.
Attend daily, weekly, and monthly meetings as directed by DOSM
Work with the DOSM to generate an accurate monthly forecast of group food and beverage revenue associated with all group events.
Ensure monthly goals are attained to maximize revenue.
Manage and maintain Delphi fcd client information and reports accurately.
Maintain the professional standards of the hotel as set forth by management company and DOSM and participate in special projects as required.
Perform other functions as required and directed.