Conference Services Manager

Welcome to Pyramid Global Hospitality, where people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships.

Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers.

Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.

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About Our Property

The David Rubenstein Forum is a University-wide facility for scholarly and academic discourse on campus. The venue supports and promotes inquiry, the open exchange of ideas, and the power of academic, interdisciplinary convening. The Forum is located at the intersection of East 60th Street and Woodlawn Avenue. It serves as a place where scholars gather and exchange ideas through activities that range from talks and workshops to multi-day conferences that span academic disciplines. The facility provides spaces and amenities that are not currently available on campus, including highly collaborative, well-appointed meeting and event rooms commensurate with the types of conferences, special events, workshops, and meetings that University faculty and academic departments host. The building has a sustainable design target of LEED Gold.

Job Summary

BASIC FUNCTION: The Conference Services Manager is the main liaison between the sales/hotel operational departments and the client. As primary contact for clients, this role is responsible for the total coordination and servicing of the client’s program, including all on-site events, accommodations, meal functions and billing. The Manager must display the ability to generate theme concept designs, and act as a creative source for staging unique events. The Manager must be adept at solving conflicts which may arise through the selling and coordination processes.

What You Will Have An Opportunity To Do

QUALIFICATIONS: EDUCATION, KNOWLEDGE, TRAINING, & WORK EXPERIENCE

Essential Functions

• Effectively up-sells throughout the pre-event and event phase. Areas of up-sell and cross-sell include: room rental, food & beverage, audio visual, and any other amenities.
• Manages group room blocks and meeting space of assigned groups. Communicates with client to ensure that the proper space is blocked – communicate any changes to Sales Managers to ensure sales manager is aware of all updates.
• Organizes and conducts pre- and post- event meetings for assigned groups when requested by the client or hotel.
• Obtains Direct Billing code from accounting prior to cut-off date, to ensure proper billing is established. Collaborate with Sales Managers to identify any problems billing details.
• Obtain contracts & BEO’s, monitoring cut-off dates, billing procedures and room lists by the assigned due date and in accordance with the sales contract.
• Manage requests for additional rooms (needs) by coordinating with Sales, Reservations and Revenue Management to quote the prevailing rate. Educates clients on the value of the rooms above and beyond their block.
• Advises client of their contractual obligations as it relates to the performance of their program, while managing the potential attrition and food & beverage minimum commitments as outlined in the contract.
• Maintains all group files after the contract is signed and the group is turned definite by the Sales Manager. Upon receiving the file, reviews the program as noted on the Delphi recaps and checks to see that it is correctly noted in the system and corresponds with the signed contract. Discusses necessary changes with Sales Manager.
• Creates and distributes Banquet Event Orders no more than 30 days prior to function date (excluding last-minute bookings & changes). All banquet event orders must be signed by the client prior to the event. This will serve as the final confirmation.
• Attend and participate in weekly Sales and Revenue meetings.
• Responsible for the detailing and management of all food & beverage Food and Beverage proposals.
• Responsible for the creation and distribution of Banquet Event Orders (BEO) including pop-ups and revised BEOs.
• Assist in fielding all phone inquiries pertaining to Sales and Catering.
• Maintains accurate and neat files of each group’s final program food and beverage consumption, attrition, no shows and final pick-up for future reference and back up.
• Displays knowledge of meeting room configuration, dimensions, and capacities.
• Works with client to educate them on preferred room sets and creates floor plans to establish feasibility of the set.
• Advises loading dock of anticipated deliveries. Coordinates transfer of boxes to and from meeting rooms.
  
  

Core Responsibilities

The responsibilities of the Conference Services Manager reflect our dedication to precision, personalization, and partnership:

• Client Experience Leadership
• Serves as the principal point of contact for assigned groups, ensuring all program elements—from accommodations to on-site services—are flawlessly executed.
• Leads pre-event planning and post-event review conversations to ensure alignment, continuity, and client satisfaction.
• Program Stewardship
• Manages all aspects of group room blocks, meeting spaces, and program timelines, in alignment with signed agreements.
• Coordinates internal communication to ensure appropriate space allocation and optimize yield through collaboration with Sales and Revenue teams.
• Translates client vision into clear operational directives, including the timely generation of Banquet Event Orders (BEOs), group resumes, and final confirmations.
• Revenue & Relationship Building
• Identifies and presents thoughtful upsell opportunities across food & beverage, audiovisual services, and event enhancements.
• Educates clients on the full value of their experience, including upgraded offerings, flexible space design, and tailored services.
• Operational & Administrative Execution
• Maintains meticulous program files including final consumption data, billing details, and post-event performance summaries.
• Ensures that all documentation, including billing codes and rooming lists, are received and actioned by contractual deadlines.
• Attends weekly operations meetings to provide program insights and collaborate on service delivery.
• Institutional Collaboration & Standards
• Exhibits comprehensive knowledge of the Forum’s meeting environments, capabilities, and operational flow.
• Partners with service teams to manage logistics including shipments, room sets, and attendee experience.
• Supports a culture of excellence through thoughtful communication, cross-functional support, and brand-aligned hospitality.
  

Mariginal Functions

• Ability to work any assigned shift/work schedule.
• Any other task, written or verbal, assigned by Management.
  
  

What are we looking for?

Compensation

$55000

$70000

Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.