High-Profile Event Coordinator

7 days ago

Miami Beach, Florida, United States Faena Hotels and Residences LLC Full time

Senior Conference Services Manager - Faena Hotels and Residences LLC

About Us

The Faena Culture is a movement of art, community, and culture that embodies the warmth and traditions of the south.

We create carefully curated spaces paired with excellence in service to delight sophisticated guests.

Job Overview

This position reports to the Director of Catering and Special Events.

The Senior Conference Services Manager organizes room and catering details, group resumes of all in-house groups.

Key Responsibilities
  • Supports the efforts of the Assistant Director of Conference Services with projects, scheduling, and department direction.
  • In the absence of the Assistant Director, assumes all department responsibilities.
  • Ensures successful discovery and execution of conference group-related activities and events.
  • Typically, groups assigned to the Sr. CSM are more complex or high-profile.
  • Serves as a role model and holds employees accountable to company Mission, Core Values, First Priorities, Policies, and Procedures.
  • Supervises activity and oversees daily conference event execution (conference managers).
  • Maintains positive client relationships and ensures timely responses from Conference Managers to space and/or service inquiries.
  • Ensures ongoing communication between Conference Managers and clients before, during, and after event execution.
  • Effectively plans and communicates specific client needs to internal departments and vendors, including room setup, audiovisual, and catering requirements.
  • Understands monthly forecasting and annual budget processes.
  • Participates in industry-related organizations (Biz Bash, NACE, MPI).
  • Details aspects of upcoming groups, including guest rooms, meetings space, food and beverage, off-site events, exhibits, audiovisual, etc.
  • Assures deposits and final balances are adjusted and collected.
  • Calls clients to ensure rooming lists are received and entered according to hotel standards.
  • Confirms agreements with clients and affected departments via written Event Orders and Group Resume.
  • Develops and maintains client relationships after program booking by sales department.
  • Manages and implements room rental sliding scales, attrition, and cancellation clauses outlined in sales contracts.
  • Monitors room blocks and pick-up for all groups through rooming lists and cut-off dates for bookings.
  • Accurately forecasts guest room pick-up and banquet sales revenues and cancellations for all bookings.
  • Keeps sales manager informed.
  • Reviews Delphi blocks to ensure they are holding, releasing, or calling clients for updates.
  • Closes files and sends surveys to contacts.
  • Attends weekly operations meetings to review Group Resume.
  • Works closely with all hotel staff.
  • Communicates updates on groups back to sales manager.
  • Creates programs and procedures to maintain and improve group business.
  • Attends weekly meetings with various departments.
  • Follows up after group departure to finalize billing and attrition.
  • Sends Thank You notes and post-group evaluations.
About This Role

We're seeking a seasoned Hotel or Conference Center management professional with at least 5 years of experience.

Candidates should possess superior quantitative, oral, and written communications skills, along with problem-solving and strategizing abilities.

Proficiency in Excel and PowerPoint is essential, while knowledge of Sales Force Delphi | Opera System is preferred.

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