Senior Conference Services Manager - Hotel Van Zandt - Austin, TX

Sage Hospitality Group•Austin, TX

1d•Onsite

About The Position

Sage Hospitality Group is hiring a Senior Conference Services Manager at Hotel Van Zandt in Austin, Texas. This role involves planning, organizing, and managing the in-house details for group and convention bookings, including guest rooms, menus, and set-ups. The position focuses on executing all aspects of event planning from contract signing forward, managing VIP needs, amenities, group resumes, and rooming lists, while ensuring the maximization of revenue and profit through quality service. The company emphasizes enriching lives, empowering employees, and fostering an environment for independent thinkers, risk-takers, and creative spirits, with a commitment to personal and professional growth.

Requirements

More than two years of post high school education.
One to two full years of employment in a related position with this company or other organization(s).
Requires a working knowledge of banquet/catering food and beverage services, policies or operations.
Requires advanced event operations and logistics management.
Requires knowledge of computer equipment.
Requires compiling facts and figures in accordance with established procedures.
Calm, decisive leadership in fast-paced, high-pressure environments.
Communication skills required to provide information and associated services to hotel management and guests.
Ability to influence across departments without direct authority.
Excellent hearing necessary for verbal interaction with guests and associates.
Excellent vision necessary to view set-ups.
High attention to detail paired with big-picture strategic thinking.
Excellent speech communication skills required for verbal interaction with guests and associates.
Strong financial acumen with a focus on revenue optimization.

Nice To Haves

Lifting, pushing, pulling and carrying tables, chairs, boxes (50 lb. maximum) occasionally.
Bending/kneeling required for taping down cords, skirting tables, picking up floor after function occasionally.
Mobility - ability to service clients on a moment notice, variable distances.
Continuous standing required for function observation, client site inspections (one hour minimum to four hours maximum).
Climbing stairs of approximately 55 steps 3-5% of 10 hours daily.
Inside 95% of 10 hour day.
Outside 5% of 10 hour day.
Temperatures - extreme summer heat of 95 degrees and above, and winter cold.

Responsibilities

Lead the planning and execution of high-complexity, high-revenue group programs including multi-day conferences, buyouts, and citywide events.
Serve as the primary escalation point for event challenges, proactively identifying risks and implementing solutions before impact.
Partner with Sales to ensure a smooth transition from contract to execution, identifying opportunities to maximize value and mitigate operational risk.
Responsible for the management and planning of meetings/conventions and related activities.
Consistently achieve or exceed food & beverage and ancillary revenue targets through strategic upselling and thoughtful program design.
Review contracts, BEOs, and billing to ensure accuracy, profitability, and alignment with hotel standards.
Analyze post-event performance to identify trends, opportunities, and process improvements.
Detail, up-sell and detail the program with the client including; verification and modification of space requirements, audio-visual, times, equipment, menus, themes/decorations, etc.
Prepare the appropriate resumes and paperwork to ensure quality service.
Focuses on revenue-generating activity and maximizes selling time through retaining accounts/clients, maximizing account yield opportunities and sales effectiveness.
Oversees all billing details for hotel groups to include processing of deposits, direct bill applications, credit card authorizations and coordination with accounting.
Monitor and control individual client event budgets and details to maximize revenues and minimize expenses while ensuring delivery of a quality product.
Close out all groups to include pickup in sales system (Delphi) and commission owed, including processing with accounting.
Act as a trusted advisor to clients, providing strategic guidance on event flow, space utilization, and guest experience enhancements.
Maintain high client satisfaction scores through proactive communication, attention to detail, and calm leadership during live events.
Manage VIP, repeat, and high-profile clients with a white-glove service approach.
Maintain well documented, accurate, organized and up to date file management in order to serve client and the employer in the most expedient, organized and knowledgeable manner.
Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.
Collaborate closely with Banquets, Culinary, AV, Front Office, and Engineering to ensure operational alignment and execution excellence.
Attends Banquet Event Order (BEO) and staff meetings and perform as a team leader for all hotel department staff participating in the event delivery process.
Lead pre-con meetings and internal event briefings, clearly communicating priorities, timelines, and expectations.
Support live event execution as needed, ensuring standards are met and issues are resolved in real time.
Mentor and support Conference Services Managers, Catering Managers, and Coordinators, sharing best practices and elevating team performance.
Provide training on systems, SOPs, and event execution standards.
Act as a culture carrier within the department, modeling professionalism, accountability, and collaboration.
Improve hotel convention services' products through; (a) participate in the development of new sales tools and systems, (b) participate in the analysis of the strengths and weakness of our competitions product, and (c) analysis, understanding, and satisfaction of our customers’ needs.
Drive continuous improvement of conference services processes, SOPs, and reporting tools.
Serve as a subject matter expert for event management systems (e.g., Delphi, Opera, Social Tables, Revinate), ensuring accuracy and efficiency.