Conference Service Manager

ABOUT US:

Nestled along the Pacific Coast, La Bahia Hotel & Spa celebrates its dramatic setting where the tip of Monterey Bay touches Sana Cruz's coveted Main Beach. Steeped in the romantic beauty of Spanish-Mediterranean architecture, locals and travelers alike will savor globally influenced cuisine, cocktails and wellness rituals infused with the region's agricultural bounty and coast-cultured Spirit.

SUMMARY:

The Conference Service Manager is a passionate professional with strong banquet/catering service acumen and the ability to create memorable experiences for corporate events, social gatherings, weddings and special occasions. This role is responsible for delivering exceptional service that exceeds our guests' expectations. This role requires a polished, client-focused professional with excellent attention to detail, exceptional organizational skills, and a passion for creating memorable experiences. By delivering impeccable service and innovative programming, the Conference Services Manager will uphold La Bahia Hotel & Spa’s service standards (inspired by Forbes) while elevating our beachfront property.

DUTIES/RESPONSIBILITY:

• Confirm all event related information/details with clients
• Organize bookings from date of booking to departure, including meeting requirements, guest room requirements, guest room pickup, food & beverage and audio visual
• Knowledges and experience with the Banquet Event Order process
• Conduct site inspections and present BEO’s to established events and groups
• Create floor plans for each event to ensure banquets and clients are in agreement prior to set up utilizing BEO for final sign off
• Collaborate with clients to understand their vision and requirements
• Design customized catering packages and menus in partnership with culinary team
• Coordinate with operations teams including kitchen, service staff, and facilities
• Oversee event logistics from initial planning through execution
• Ensure seamless delivery of events that reflect our luxury brand standards
• Handle multiple events simultaneously while maintaining attention to detail
• Serve as primary point of contact post turnover for the entire event planning process
• Provide exceptional customer service from initial turnover to post-event follow-up
• Build long-term relationships to encourage repeat business and referrals
• Handle client concerns and resolve issues promptly and professionally
• Maintain detailed client records and communication history in Amadeus, Opera and Micros system
• Develop partnerships with local vendors, planners, and hospitality professionals
• Stay current on market trends, competitor activities, and pricing strategies
• Contribute to marketing initiatives and promotional campaigns
• Initiate billing procedures, ensuring any deposits and/or credit applications are received with adequate information and within an acceptable time frame
• Pre-conference meetings with clients and pertinent departments to confirm all relevant details are communicated
• Post-conference meetings for follow up and procedural refinement ensuring luxury level service
• Conduct and/or attend BEO, Resume, Departmental Meetings to review event contracts and ensure last minute changes are communicated with appropriate departments
• Perform all other duties that may be assigned as needed by your manager

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

QUALIFICATIONS:

• Previous leadership experience within a luxury environment
• Computer literate in Microsoft Window applications required
• University/College degree in a related discipline preferred
• Excellent communication skills, both written and verbal required
• Strong interpersonal and problem solving abilities
• Highly responsible & reliable
• Ability to focus attention on guest needs, remaining calm and courteous at all times
• Flexibility to work evenings, weekends, and holidays as needed for events
• Polished, detail-oriented, and adept at liaising with clients and partners simultaneously
• Highly organized with the ability to multitask in a fast-paced environment
• Standing and walking throughout shift
• Occasional kneeling, pushing, pulling, lifting
• Occasional ascending or descending ladders, stairs and ramps

This role offers a dynamic work environment and growth opportunity where your contributions directly impact the guest experience and hotel revenues. If you are detail oriented, creative, dedicated to the guest experience and enjoy working in a team-oriented atmosphere, we invite you to join our Sales & Marketing team at La Bahia Hotel & Spa.