Conference Service Manager

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.

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Essential Functions

• To understand and respond to all guest needs and requests in a timely and professional manner.
• Act as liaison between hotel and meeting planner to ensure a successful event. This includes obtaining rooming lists, establishing/reconciling 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 pre conference 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 review with clients including the presentation of banquet checks/group master accounts when applicable.
• Review all bills that are sent to the client, ensuring they are accurate and timely in order 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.
• Attend daily, weekly and monthly meetings as directed.
• Work with the Director of Sales 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 Envision client information and reports accurately.
• Maintain the professional standards of the hotel as set forth by Hyatt and Kolter Management Co. and participate in special projects as required.
• Perform other functions as required and directed.