The Conference Services Manager is responsible for facilitating all aspects of conferences and events, including banquet functions and meeting room arrangements. This role serves as the primary liaison between the meeting planner/client and the resort, ensuring all details are communicated accurately and events are executed flawlessly.
We are a drug-free workplace and participate in E-Verify.
This job description is not intended to be an exhaustive list of duties. Responsibilities may evolve based on business needs.
Key Responsibilities:
- Serve as the primary on-site contact for clients after contracts are signed, ensuring seamless coordination with hotel operations and real-time resolution of client needs.
- Execute all contractual agreements related to guestrooms, meeting space, food and beverage, and special concessions.
- Identify opportunities to upsell services, optimize function space utilization, and maximize revenue.
- Partner with the culinary and food & beverage teams to develop customized menus that meet client needs while increasing F&B revenue.
- Prepare, review, and distribute group resumes, ensuring all departments receive complete and accurate event details.
- Verify contracted banquet and meeting rooms to confirm appropriate space allocation and setup requirements.
- Conduct pre-planning and pre-conference meetings with clients and relevant department leaders, as requested.
- Initiate and manage the method-of-payment process, ensuring compliance with all accounting procedures.
- Create, review, and obtain client approval on Banquet Event Orders (BEOs); submit finalized BEOs to the Director of Meetings & Events (Director of Catering).
- Distribute BEOs to Banquets, Banquet Setup, and Culinary teams and review them during weekly BEO meetings.
- Coordinate food and beverage services, vendors, floor plans, and load-in/load-out logistics; update BEOs with final guest counts by established deadlines.
- Attend required meetings, including Stand-Up Meetings, BEO Meetings, Forecast Meetings, and Department Staff Meetings.
- Generate pickup reports and ensure accurate entry and archiving in client and event files within the sales tracking system.
- Recommend appropriate in-house and preferred vendors to support events and drive hotel revenue.
- Review all client billing for accuracy and timeliness to maximize return business.
- Issue event invoices and collect all final payments prior to events, including securing a credit card on file for overages.
- Oversee on-site event execution to ensure meeting arrangements align with client specifications and manage last-minute changes efficiently.
- Remain available to meeting planners throughout the conference via phone, email, and in person for troubleshooting and support.
- Coordinate post-conference meetings with meeting planners and the Executive Committee when requested.
Qualifications:
- Minimum of 2 years of experience as a Catering or Conference Services Manager.
- Positive, results-oriented attitude with the ability to perform effectively under pressure.
- Strong working knowledge of Delphi/Salesforce, Microsoft Office, internet-based applications, and property-specific systems.
- Ability to create, implement, and analyze both manual and automated reports.
- Proven ability to manage multiple high-level clients simultaneously.
- Knowledge of hotel operations and food & beverage services preferred.
- Exceptional anticipation of guest and client needs to ensure satisfaction throughout pre-planning and on-site execution.
- Passion for exceeding service standards and continuously improving quality.
Additional Information:
Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules (including nights, holidays and weekends) to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.
Quality is never an accident; it is the result of intentional effort. All associates are expected to deliver a high-quality product and genuinely hospitable service at all times, ensuring guest satisfaction and encouraging repeat business.
Friendwell Managed Hotels function twenty-four hours a day, seven days a week, 365 days a year. As a part of the hospitality industry a hospitable service atmosphere must be maintained at all times. All employees are required to project a friendly, welcoming, and positive attitude.