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Conference Service Manager

1 week ago

Long Branch, New Jersey, United States Ocean Place Resort & Spa Full time
Job Description Job Description

Job Template: Aid and support for the Conference Services Department, including computer input, filing, tracing, answering telephones, faxing, printing reports and departmental records/logs, and coordination of small groups.


Qualifications

Education & Experience:

  • Some college or business school training. High school graduate.
  • 3-4 years previous experience in hotel/conference/hospitality industry
  • Ability to clearly communicate with proper grammar in English with guests/visitors and hotel
  • personnel to their understanding. Prefer Spanish as a second language.
  • Ability to provide legible communication.
  • Ability to compute basic mathematical calculations.
  • Knowledge of Windows, Word/Excel and a Sales & Catering Booking System
  • Previous training in guest relations.

Physical Requirements;

  • Ability to remain stationary at assigned post for extended periods of time.
  • Ability to be mobile/walk for lengths at a time
  • Sedentary work, exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

General Requirements:

  • Ability to input and access data in computer.
  • Ability to promote positive relations with all telephone callers.
  • Ability to ascertain callers' needs and comply with such to ensure caller's satisfaction.
  • Ability to be a clear thinker who can remain calm in pressure situations.
  • Ability to focus attention on details, be well organized and follow up.
  • Ability to maintain confidentiality of guest information and designated hotel data.
  • Ability to work with minimal supervision.
  • Ability to work cohesively with other departments as part of a team.

Duties & Functions

Fundamental Requirements:

  • Deal directly with Meeting Planner to secure all details for their upcoming conventions and large meetings
  • Record appropriate function space in the Sales & Catering Computer System.
  • Verify that all information is correct (name, spelling, title, address, telephone, date, year.)
  • Contact with client to obtain as much information as possible either by phone or correspondence.
  • Preparation of the tentative program, memos and "Spec Sheets" to be typed and distributed.
  • Handle orientation and visitation tours on property.
  • Coordinate transportation requirements.
  • Channel all reservation information and changes
  • Arrange VIP assignments, amenities and requests.
  • Establish proper billing procedures.
  • Plan and design Food and Beverage functions.
  • Assist in off-property activities.
  • Conduct Pre-Convention meetings.
  • Arrange for support staff, audio visual equipment, materials, flowers, entertainment.
  • Deal with outside suppliers.
  • Maintain constant contact with the meeting planner.
  • On property for convention related functions. (Early mornings, late nights, holidays, weekends).
  • Maintain a delicate balance between Meeting Planner and the hotel's staff.
  • Maintain a close relationship with all Departments daily.
  • Ensure that all departments are properly informed of all group needs.
  • Follow up and check activities with personal supervision of service situations as appropriated.
  • Document and prepare post-convention reports.
  • Maintain knowledge of all hotel services/features and hours of operation.
  • Maintain complete knowledge and comply with all hotel and departmental policies and procedures.
  • Maintain complete knowledge in the use of all office equipment, computer and manual systems.
  • Access all functions of computer according to specifications.
  • Set up workstation with necessary supplies and resource materials; maintain cleanliness 
  • throughout the shift.
  • Complete supply requisitions and submit to manager; stock office supplies upon receipt.
  • Answer telephone within 3 rings, using correct salutations and telephone etiquette.
  • Handle inquiry calls according to departmental procedures.  Qualify space requests by obtaining pertinent information required.
  • Record messages legibly and completely; ensure proper distribution of messages.
  • Make telephone calls to specified individuals as requested by the Director of Sales and Managers.
  • Greet all individuals arriving at offices courteously and assist with their needs.  Contact Managers and inform of client arrivals.
  • Maintain accurate trace files and communicate daily traces to Conference Services   Director. 
  • Establish and maintain filing system procedures; prepare new client files.
  • Retrieve and distribute departmental mail.
  • Process requests for overnight mail and other delivery/messenger services.
  • Prepare and send faxes; receive and distribute faxes to appropriate personnel.
  • Make photocopies and process as specified.
  • Type correspondence, memos, B.E.O.'s. and reports as assigned and distribute according to hotel standards.
  • Process all changes to B.E.O.'s as given by the Director of Sales and Managers on a timely basis, following departmental procedures.
  • Attend designated meetings.
  • Document all guest requests/complaints and communicate such to respective personnel for proper handling.  Follow up on guest satisfaction.
  • Handle guest complaints ensuring guest satisfaction.
  • Promote positive relations with guests and employees.
  • Coordinate service repairs for office equipment, ensuring minimal costs.
  • Prepare work orders for maintenance repairs and distribute to Engineering.  Monitor completion of work orders submitted.
  • Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
  • Review status of incomplete work and follow up actions with Managers before leaving.
  • Follow up on assignments as directed and given by the Director of Conference Services.
  • Assist other departmental staff as necessary.

In accordance with New Jersey State Legislature  (New Jersey Legislature Bill S2310 Sca (1R)) which requires private employers with ten (10) or more employees to include a range of pay for all advertised jobs, promotion, or transfer opportunities.  This position pays $50,000 - $60,000/ year dependent on experience. 

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.