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Convention Services Manager
4 months ago
Gansevoort Hotel is looking for an experience Conference Services/Special Events Manager to support our Group Sales and Special Events team.
Summary of Position: Special Events & Groups Conference Services Manager at GHG executes all contracted groups and special events to exceed client expectations and maintain a high level of brand standards. This position acts as a liaison between clients and the group sales & event managers, with their main responsibilities including groups coordination, event production, overseeing Catering Staff and Houseman, acting as onsite day of contact, interacting with clients, and maintaining a flow of information between the client and internal departments to include the operations & food and beverage department, kitchen, and group sales/events department.
Primary Functions:
To serve as a Gansevoort Hotel Group Brand Ambassador and maintain integrity of brand standards and goals.
To uphold and comply with Coyle Standards and Gansevoort Core Values at all times.
Establish and maintain standards of a 5 star service.
Be the point of contact for all users, coordinating Groups and Events of all types from start to finish while keeping the customers and operation in mind.
Act as liaison between Hotel Operations, Group Sales, Event Teams and meeting planners to ensure a successful event. This includes obtaining rooming lists, establishing billing, overseeing group room blocks, welcoming VIP's, overseeing amenity requests, handling on site event logistics, coordinating outside vendors, and enforcing the contract.
Specific Accountabilities:
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.
Update and execute accurate banquet event orders (BEOs) 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 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.
Manage and maintain Delphi client information and reports accurately.
Ensure all groups and events maintain a first class and positive visual impact including ambiance, cleanliness, orderliness, décor and service flows.
Coordinate and assist the Director of Events and Event Sales Manager with all catered events, to include meetings, receptions, screenings etc.
Attend walk-throughs with the Director Groups and Director of Special Events and client pre-contract and confirmation, in the event of setup or production questions – as needed.
Facilitate walk-throughs with clients that pertain to event setup, production and details post contract confirmation.
Create and distribute Diagrams customized for each event based off group’s setup requests.
Input event details for setup, deliveries, vendors, run-of-show and other logistics into Tripleseat system management database.
Attend Weekly BEO & Resume Meetings.
Assist and oversee day of event setup and logistics with Event Captain, Event Sales Manager and Director of Events.
Work with F&B Managers to coordinate staffing, inventory and event set-up/breakdown when event is being hosted in outlet venue- as needed.
Attend pre-shifts with the venue’s management team and staff to go over all the groups, events and requirements, discussing team assignments.
Act as on-site contact for client throughout the duration of their event.
Properly communicate terms for extension and guest increase during the event with clients and F&B management team under Director of Groups and Director of Events’ parameters.
Complete Event Recaps for each event, including event description with shortfalls and accomplishments, client feedback, staffing issues and areas to improve upon etc.
If needed, assist with closing Banquet Checks at the end of the shift in Micros and send out to the team.
Coordinate and schedule all third-party vendors, create and submit check requests for vendors when required.
Manage vendor quality of service on the client’s behalf.
Along with Business Analyst review weekly event tip out for BQT Team before submitted to HR and ensure that any pre-event setup or breakdown is included in team members tip out.
Communicate with Purchasing Manager any operational supplies and equipment that is needed for execution or event or meeting (with Event Director’s approval).
Assist with hiring & training catering team members, implement service, uniform and presentations standards.
Assist with training F&B servers/managers in catering events, so they aware of the procedures for private events in the outlets.
Develop the team’s service skill set and ability to work together to ensure a seamless event.
Work with Director of Events to set/improve event presentation standard.
Monitor food and beverage quality during catered events, to ensure each event is consistent with set standards.
Update look books to keep a record of all event setups, continuously update welcome & training manuals for staff members.
Update operational SOP’s/Event Documents for both internal and client facing use.
Ensure all décor, equipment and furniture is protected, maintained and touched up.
Ensure Event Venues are well maintained, cleaned and serviced before set up.
Oversee the execution internal & promotional events.
Required Skills/Qualifications:
A high level of energy and passion for service, people and quality
Strong communications skills - both oral and written and ability
Ability to work effectively under time constraints and deadlines.
Experience with conference, meeting and production management
Excellent management, supervisory, and customer service skills
Must possess computer skills, including, but not limited to, use of Microsoft Word, Excel, OPERA, Tripleseat, Micros.
Bachelor’s Degree is highly desired
3+ years of similar experience in Hotel industry.
Flexibility to work schedules to include early morning, late evening, holidays, and weekends.
Physical Requirements:
Be able to work stationary at least 8 hours per day.
Be able to speak and hear clearly in order to communicate with guests and co-workers.
Be able to reach and handle the computer, keyboard and desktop items.
Must have depth perception and balance for overall performance.
