Manager - Conference Services

The Conference Services Manager acts as the primary group contact and event facilitator for program planners, managing groups of up to 500 on peak. This role coordinates all aspects of group events, from billing and room blocks to meeting space logistics and VIP experiences, liaising with hotel operations and vendors to ensure seamless execution. The manager works closely with various hotel departments and the Meeting Concierge to facilitate on-site requests and changes, and builds ongoing relationships with clients throughout the year.

Responsibilities

• Act as the primary group contact and event facilitator for the program planner after receipt of signed contract with a focus on groups of up to 500 on peak.
• Act as the primary source of information regarding the event for hotel operations.
• Review hotel facilities and services with client.
• Management of the group billing process including initial setup, collection of advance deposits, review of posted charged upon close out through to settlement of balance.
• Work in tandem with the Hotel Credit Department to collect credit applications (when applicable), estimate group charges, and collect required deposits.
• Monitor group progress on room pick up and manage the group room block by adding and/or cutting rooms according to needs.
• Manage the group cutoff for reservations and communicate deadlines to program contact.
• Organize initial room reservations and communicate ongoing group changes through group departure.
• Plan and coordination of group pre-planning visits.
• Create and Distribute Meeting Event Orders to communicate group requirements for meeting space events.
• Order technical requirements for the meeting space.
• Coordinate with various hotel partners for group needs such as meeting space internet, telecommunications setup and business center equipment, shipping and handling.
• Facilitate with vendors proper safety and security protocol for onsite operations.
• Work in conjunction with Meeting Concierge to facilitate on site group requests and changes in the meeting space.
• Coordinate group needs throughout the hotel by acting as the liaison to facilitate operational requirements such as:
• Group arrivals/departures for luggage assistant
• Group room drops
• Group check in or VIP pre-keys
• Arrange reservations for Restaurant, Show, Spa/Salon, Golf, Cabana, etc
• Communication of large group movements anticipated to affect hotel operations
• Create and Distribute Group Resume which will outline all operational aspects of the group to hotel department heads for all affected areas.
• Oversee group VIP experience throughout their stay including:
• Meet & greet on arrival experience
• Advancement of VIP guestrooms
• Hotel reservations throughout their stay
• Continue building relationships throughout the year by assisting with off program requests such as hotel friendly rates, reservations, etc.
• Assumes other duties and responsibilities as requested by the Director of Convention Services and the Executive Director of Convention Services.

Requirements

• Problem solving skills, good communication skills, ability to multi-task, and adhere to strict timelines in the completion of work.
• The ability to work with internal and external clients.
• 1-2 years as a Convention Services Coordinator at a major hotel convention.

Nice to have

• Experience with Delphi, Opera and Passkey preferred.
• Degree in Hotel Management, Marketing or Business Administration preferred