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Conference Services Manager

1 month ago

Portland, United States The Portland Regency Hotel & Spa Full time

The Portland Regency Hotel & Spa is looking for a Conference Services Manager to join our team A beautiful Historic Hotel of America located in the heart of Portland's Old Port District.

Full-Time benefits include Medical, Dental, Life and Short-Term Disability insurances, Holidays, and PTO. Part-Time benefits include Sick Time. All employees receive HHA Discounts, Fitness Center use, Uniform, Parking and Employee Meal. 401k plan with a match after one year.

Summary: The Conference Services Manager oversees all aspects of the conferences and events services ensuring the successful planning, coordination, and execution of conferences, meetings, and events. This role involves working closely with clients, vendors, and hotel staff to deliver exceptional service and exceed client expectations. 

The Conference Services Manager is also responsible for acting as a liaison between client and operating departments to ensure a successful execution of all

pre-arrival needs, interactions during stay and post-departure follow ups to generate repeat business

Essential Duties and Responsibilities: include the following but other duties may be assigned:  

  • Client Relations: Serve as the primary contact for conference and event clients, ensuring their needs and expectations are met throughout the planning and execution phases.
  • Event Planning: Develop detailed event plans, including room layouts, schedules, and menus, ensuring all logistical aspects are addressed.  Provide innovative set-ups, menus, and functions for groups, generate creative and innovative menus while working closely with Executive Chef on pricing of specialty menus.
  • Events Execution: Work closely with banquet department on banquet operations and event execution, ability to quickly evaluate alternatives and decide on a plan of action.  Provide direction to Event/Banquet Manager for execution of all Banquet Event Orders (BEOs) generated by the Sales Department.
  • Coordination: Liaise with various hotel departments, including kitchen, banquets, housekeeping, and AV services, to ensure seamless execution of events.
  • Financial Management: Prepare and manage event budgets, providing accurate cost estimates and ensuring profitability.  Finalize the requirements of confirmed bookings while maximizing revenue potential through up selling and ensuring effective communication, both written (Resumes, BEO, Daily/Weekly/Monthly Reports) and personal contact with all departments. Maintain an active trace/follow-up system. Ensure accuracy of all banquet checks and provide bill review on completion of program or event.
  • BEO Management: Negotiate with clients using creative and attractive menu presentations and event proposals, to achieve both maximum revenue and profit potential and fulfillment of contractual responsibilities while satisfying client needs. Prepare and detail all BEOs, utilize feedback from Sales Managers and Events/Banquet Manager to further drive additional revenues from existing group contract blocks
  • Group Room Blocks Management: Develop and implement checklist for all Sales Managers to ensure compliance with all Group Room Blocks cutoff dates, review and follow up in weekly Sales Meetings to address and resolve any discrepancies.
  • Event Management and Communication: Communicate with Kitchen and Banquet staff 2-3 times a week (as needed) about upcoming event details and execution. Attend weekly BEO meetings and communicate client expectations with Banquet, Operations, and Sales staff. 
  • Quality Control: Monitor events to ensure they meet the hotel’s quality standards and client specifications. Provide ongoing evaluation of events execution and guest feedback to Event/Banquet Manager, Sales Managers and F&B Management team.
  • Problem Solving: Address and resolve any issues or challenges that arise during the planning and execution of events promptly and efficiently.
  • Reporting: Maintain accurate records of all events, client interactions, and financial transactions, providing regular reports to the Director of Sales & Marketing.
  • Post-Event Follow-Up: Thank clients for their business, send final bills, request event and hotel feedback, ensure the client feels welcome for any repeat business, and send feedback to the sales and event team.
  • Technical Support: Obtain thorough knowledge of all related systems and software programs, act as a “Property Expert” managing and maintaining Events Management Systems (OS&EM, Delphi) to ensure the systems are being utilized to their full potential.  Gain proficient working knowledge of Property Management System (Opera Cloud) in its integration with Events Management System.
  • Sales Support: Assist the Sales Managers in securing new business by providing expertise and input during the proposal and negotiation phases.  Consistently participate in the re-booking of repeat business by having a track record of long-term client relationships.
  • Other duties may be assigned by Director of Sales & Marketing and/or GM.

Supervisory Responsibilities:

No supervisory duties.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Other Skills and Abilities:

Must be computer literate, familiar with hotel software programs and proficient in word processing.  All Microsoft software, Excel, Word, Power Point. 

Education and/or Experience:

Fifth year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience.

Language Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential duties of this job, the employee is regularly required to sit; the employee is occasionally required to stand or walk; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust and focus.

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.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

Safety:

To abide by the safety requirements of the Regency Hotel and this department as outlined in your safety manual and report all accidents to a supervisor immediately.