Senior Conference Services Manager

4 days ago

Miami Beach, United States Faena Hotels and Residences LLC Full time
THE FAENA CULTURE

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world's finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.

JOB OVERVIEW

This position reports to the Director of Catering and Special Events. This position organizes the room and catering detailing, group resume of all in-house groups.

DUTIES AND RESPONSIBILITIES
  • Senior Conference Services Manager supports the efforts of the Assistant Director of Conference Services with projects, scheduling, and the general direction of the department.
  • In the absence of the Assistant Director / Special Events & Catering assumes all responsibilities for the department
  • Sr Conference Services Manager ensures successful discovery and execution of all conference group related activities and events. Typically, the groups assigned to the Sr. CSM are more complex or high profile groups
  • Sr. CSM is a role model of and holds employees accountable to following our Mission, Core Values, First Priorities, Policies and Procedures
  • Sr. CSM Supervise/manage activity and oversee the daily execution of conference events (conference managers)
  • Maintaining positive client relationships and ensuring a timely response by Conference Managers to all inquiries for space and/or service needs
  • Ensuring an ongoing flow of communications between the Conference Managers & clients before, during and after the execution of their events
  • Effectively planning and communicating to all relevant internal departments and vendors the specific needs of the client, including room set-up, Audio Visual and catering requirements
  • Understanding of both monthly forecasting and the annual budget process
  • Actively participate in industry related organizations (Biz Bash, NACE, MPI).
  • Details all aspects of upcoming groups (guest rooms, meetings space, food & beverage, off site events, exhibits, audio visual etc.)
  • Assures all deposits and final balances are adjusted and collected.
  • Calls client to ensure rooming list is received and entered and updated in line with the hotels standards.
  • Confirms agreement to the client and all affected departments in writing via an Event Orders and Group Resume.
  • Develops and maintains relationships with client after program has been booked by sales department.
  • Manages and implements room rental sliding scales, attrition and cancellation clauses as outlined in sales contract.
  • Monitors room blocks and pick-up for all groups through rooming lists and cut-off dates for all bookings.
  • Accurately forecasts guest room pick-up and banquet sales revenues and cancellations for all bookings. Keep sales manager informed.
  • Review Delphi blocks to ensure we are holding / releasing / call clients to update.
  • Check the interface to make sure blocks match.
  • Closes the file and sends survey to contact.
  • Attends weekly operations meetings to review Group Resume.
  • Work closely and effectively with all hotel staff.
  • Consent communication back to sales manager with updates on their groups.
  • Creates programs and procedures to maintain and improve group business.
  • Attends weekly meetings with various departments.
  • Follow up after group departure to insure billing and attrition has been finalized.
  • Send Thank You notes & post group evaluations.
REQUIREMENTS
  • Minimum of Five years hotel or conference center management experience College degree.
  • Superior quantitative, oral and written communications and problem-solving/strategizing skills.
  • Excellent overall computer skills with advanced knowledge of Excel and PowerPoint.
  • Proactive mindset to anticipate and support changes in our business.
  • Conformity to the highest standards of personal integrity and ethical behavior.
    Exceptional customer service abilities.
  • Sales Force Delphi | Opera System preferred

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