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Senior Conference Services Manager

1 week ago

Palm Beach Gardens, United States PGA National Resort Full time
Job Description Job Description

Summary: The Sr. Conference Services Manager is responsible for servicing events as assigned, including social, wedding, corporate, conferences, golf tournaments and everything in between. The fundamental requirements are thorough knowledge of Resort Food and Beverage Operations, effective management, leadership, organizational and communication skills, actively prospects and solicits new contracts and business opportunities for meetings while consistently participating in the re-booking of repeat business by having a track record of long-term client relationships, team player attitude and guest relations skills.

Coordinate all aspects of catering, social, and conference events as assigned by the Director of Catering & Conference Services to include but not limited to: food and beverage requirements, timing of events, audio-visual requirements, special attention to guests, room type allocation, rooming list, amenities, function room set up, group transportation, type of check in, check out to include satellite check in, special meal requests, arrival/departure manifests, bag pulls, luggage storage, complimentary rooms, billing instructions, authorized signatures, room deliveries, telephone and internet requirements, box storage and delivery, power requirements, key requirements, expected food and beverage outlet usage, group hospitality/office/registration desk requirements, business center requirements, entertainment, leisure activities, décor (to include floral) requirements.

Essential Job Functions: Include the following. Other duties may be assigned.

  • Provide the highest quality of service to the customer at all times. Quick and timely responses to all calls, emails.
  • Prepare resumes for groups ten days prior to group arrival and review all details in weekly Staff Meeting.
  • Adhere to the Sr. Catering and Conference Services Department's standard operating procedures.
  • Help establish and maintain resort's marketplace position within social and corporate communities.
  • Follow the specific standard operation procedures for all staff in order to promptly and thoroughly handle all steps in the event planning process adhering to the standards of the resort protocol.
  • Ensure all site inspections and client visits to the resort are successful by planning carefully and communicating accurate details in advance to all departments.
  • Proactively achieve consistently high scores through establishing a good rapport with the client, preparation work having been done accurately and being visible during the conference to ensure the client's expectations have been met.
  • Generate high revenue yielding business for all contracted rooms, function space, and catered events.
  • Conduct pre-planning site visits.
  • Conduct pre- and post-conference meetings when it is agreeable with the client.
  • Ensure all current and future client accounts are flawlessly serviced in accordance with the Resort's luxury standards and manage the expectations of each customer.
  • Communicate with banquet managers for all related banquet functions and communicate client requests to relevant departments.
  • Ensure banquet event orders are accurate and provide all relevant information to departments concerned 15 days prior to event start time.
  • Adhere to selling policies as set forth by the Director of Sales and Marketing.
  • Remain available to the Resort managers while on property.
  • Understand and be able to communicate catering menu details and pricing.
  • Be aware of departmental revenue and up sell at every possible opportunity.
  • Participate in all regular and operational meetings as required.

Qualifications:

  • Flexible work hours to include weekend and holidays in order to meet the demands of a 24-hour operation
  • Excellent communication skills in all aspects: verbal, written and non-verbal
  • College Degree
  • Must have a minimum of 3-5 year's experience in catering sales, or conference services, preferably in a convention Resort/Hotel
  • Appropriate, professional appearance and presentation
  • Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems

Education and Experience: High school diploma or equivalent.

Language Skills: Excellent service skills including etiquette and ability to work with the public. Knowledge of communications skills, organization skills, ability to deal with diverse clientele, golf knowledge.

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

Other Skills and Abilities: Ability to communicate and work well with fellow employees and other departments. Maintain a presentable appearance, behavior and manner at all times. Ability to process administrative work. Ability to manage multiple tasks effectively.

Physical Demands: While performing the duties of this job, the employee will be sitting for extended periods of time answering and sending emails. Might regularly stand, walk, and talk. The employee frequently is required to use hands to grab, move, lift, or feel objects, and use telephone and copier machine.