Conference Services Manager

2 weeks ago

Palm Beach Gardens, Florida, United States PGA National Resort Full time
Summary: The Conference Services Manager is responsible for intake of client event details and exceptional execution of all details of each conference/event or golf tournament, with the client and will communicate this information through respective Resort department heads. The fundamental requirements are thorough knowledge of Resort Food and Beverage Operations, effective management, leadership, organizational and communication skills, actively prospects and solicits new contracts and business opportunities for meetings while consistently participating in the re-booking of repeat business by having a track record of long-term client relationships, team player attitude and guest relations skills.

Coordinate all aspects of conferences as assigned by the Director of Catering & Conference Services to include but not limited to: food and beverage requirements, timing of events, audio-visual requirements, special attention to guests, room type allocation, rooming list, amenities, function room set up, group transportation, type of check in, check out to include satellite check in, special meal requests, arrival/departure manifests, bag pulls, luggage storage, complimentary rooms, billing instructions, authorized signatures, room deliveries, telephone and internet requirements, box storage and delivery, power requirements, key requirements, expected food and beverage outlet usage, group hospitality/office/registration desk requirements, business center requirements, entertainment, leisure activities, décor (to include floral) requirements.

Essential Job Functions: Include the following. Other duties may be assigned.

Prepare resumes for groups ten days prior to group arrival and review all details in weekly Staff Meeting.
Adhere to the Catering and Conference Services Department's standard operating procedures.
Help establish and maintain resort's marketplace position within social and corporate communities.
Follow the specific standard operation procedures for all staff in order to promptly and thoroughly handle all steps in the event planning process adhering to the standards of the resort protocol.
Ensure all site inspections and client visits to the resort are successful by planning carefully and communicating accurate details in advance to all departments.
Proactively achieve consistently high scores through establishing a good rapport with the client, preparation work having been done accurately and being visible during the conference to ensure the client's expectations have been met.
Generate high revenue yielding business for all contracted rooms, function space, and catered events.
Conduct pre- and post-conference meetings when it is agreeable with the client.
Ensure all current and future client accounts are flawlessly serviced in accordance with the Resort's luxury standards and manage the expectations of each customer.
Communicate with banquet managers for all related banquet functions, and communicate client requests to relevant departments.
Ensure banquet event orders are accurate and provide all relevant information to departments concerned 15 days prior to event start time.
Adhere to selling policies as set forth by the Director of Sales and Marketing.
Remain available to the Resort managers while on property.
Be aware of departmental revenue and up sell at every possible opportunity.
Participate in all regular and operational meetings as required.
Qualifications: Flexible work hours to include weekend and holidays in order to meet the demands of a 24-hour operation
Excellent communication skills in all aspects: verbal, written and non-verbal
College Degree
Must have a minimum of 3-5 year's experience in catering sales, or conference services, preferably in a convention Resort/Hotel
Appropriate, professional appearance and presentation
Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems
Reasoning Ability: Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Other Skills and Abilities: Ability to communicate and work well with fellow employees and maintain a presentable appearance, behavior and manner at all times. Ability to transport carts, service equipment, some kitchen and cleaning equipment.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)

Source: Hospitality Online

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