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Conference Services Manager

3 months ago

Williamsburg, United States Kingsmill Resort Full time
Conference Services Manager

Overview: The Conference Services Manager is responsible for planning and managing client details and expectations for group events to include meetings, banquets, exhibits, recreation and other events associated with group bookings at Kingsmill Resort. This position works directly with Corporate and Association accounts and Kingsmill's sales and operations departments to ensure programs are planned and executed accordingly. Position reports to the Director of Event Management.

Responsibilities:
  • Ensure that events booked by Corporate and Association accounts are planned, scheduled and executed according to client expectations of Kingsmill Resort to include guest rooms, golf, spa, banquets, and destination services
  • Act as the liaison between group and Kingsmill Resort departments ensuring information is conveyed according to the expectations of the group to operating departments
  • Ensures timely and accurate completion of Banquet Event Orders (BEO's), resumes, welcome packets and other related documents for both client approval and to internal staff for scheduling
  • Provide timely introduction and ongoing correspondence with client upon file turnover
  • Manage room blocks, reservation cut off dates, rooming lists, VIP amenities and arrangements
  • Ensure all contractual agreements are upheld and monitored throughout the planning and onsite process
  • Manage the distribution of written material to customer and internal staff including cost estimates, proposals, resumes, meeting planner kits, etc.
  • Assist Sales Team with proposals and site visits from prospective clients as needed
  • Upsell programs to generate additional revenue include menus, amenities, destination services, recreational and tour activities, AV, theme parties, transportation, spa etc.
  • Maintains high level of knowledge of Kingsmill's features and benefits as compared with competitors
  • Maintains awareness and knowledge of hotel industry trends, as well as food & wine trends
  • Attend events and programs to ensure customer expectations are fulfilled on the day of the event.
  • Arrange off site events, acquire tickets for local attractions
  • Process post event paperwork such as booking recaps, rooms assessments, final banquet event orders
  • Conduct post event follow up to review results, proper billing/payments and future re-bookings
  • Assist in the planning of social and wedding events as required
  • Facilitate detailed plans for corporate meetings, social outings and events.
  • Perform duties related to managing guest room blocks
  • Perform other duties as assigned.
Qualifications:
  • Must possess interpersonal skills to successfully interact with clients, meeting planners and social guests
  • Must have excellent oral and written communication skills
  • Must have strong organizational skills and the ability to plan multiple groups and perform multiple tasks
  • Must have professional appearance
  • Working knowledge of Microsoft Office with Delphi experience preferred
  • Must be knowledgeable of audio visual, room block management, banquet service, culinary, and event logistics
  • Must demonstrate creative problem solving with the ability to make decisions
  • Ability to lift, push, pull, carry 25 lbs., stand, walk, stoop, kneel, crouch, reach, bend at waist and perform repetitive foot and hand action for 8 hours
• High School Diploma and 2 to 4 years hotel operational supervisory or assistant planner experience, required

• 4 year college degree in Hospitality Management or other related field strongly preferred
  • Ability to work days, nights, weekends, holidays