Conference Service Manager

3 weeks ago


San Diego, United States Remington Full time
Job Description

The Conference Services Manager position is responsible for planning, organizing and coordinating guest room blocks and meeting events for assigned group accounts, in accordance with hotel policies to ensure first-class customer service, maximize profitability and generate repeat group business. Monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage and special concessions. Effectively communicate to all hotel departments the information necessary to successfully execute the group's needs while maintaining a good client relationship.

Essential Job Functions:

* Ability to work under pressure and in a fast paced environment.

* Maintain strong client relations and ensure that group specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.

* Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary.

* Review sales contracts as well as other important information, i.e., room block, cut off date, special concessions and attrition clauses and validate with client via turnover letter.

* Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.

* Produce and distribute conference resumes prior to group arrival and communicate any changes and updated information to hotel departments.

* Distribute BEOs for group and affiliates 10 days prior to events.

* Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business within a 5% variance.

* Check sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changes.

* Participate in site visits and plan meetings for upcoming groups and potential affiliate business.

* Verify credit information submitted in account management software system at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure.

* Participate in Pre/Post Convention meetings and review billing with clients.

* Act as liaison between hotel and meeting planner 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.

* 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 in a swift manner, and ensure accurate and satisfactory follow up

* 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.

Pay Range: $23.00 to $26.00/HR

Location Description

1433 Camino Del Rio South, San Diego, California 92108

Find an inviting retreat in the center of it all at Sheraton Mission Valley San Diego Hotel. Located in the city's Mission Valley neighborhood, our authentic and elegant hotel places all parts of San Diego at your fingertips. The airport and San Diego University are right outside of our hotel doors, while iconic attractions like SeaWorld, Petco Park, Balboa Park and the San Diego Zoo are a short drive away.

Requirements

Job Requirements

Essential:

*Hotel Sales Coordinators or Front Desk Agents highly encouraged to apply

* Attention to detail; mature, professional interaction with employees, guests and business contacts

* Ability to work independently, make good decisions, prioritize work, handle multiple tasks at the same time.

* Act effectively under pressure.

* Ensure accurate records are maintained.

* Organized and self-motivated.

* Knowledge of hotel and competitive market

Desirable:

* Qualified business relationships in local corporate and/or social events market.

* Knowledge of travel industry, current market trends and economic factors.

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