Conference Services Manager

Our Company

Equinox Hotels will cater to the high-performance traveler guest and those aspiring for high performance and will fuse substance and style to serve as the ultimate hotel destination with a 360-degree lifestyle experience. Our hotels will offer the bespoke experiences and unparalleled services consumers have come to expect from Equinox over its 25-year history.

Our Code

IT'S NOT FITNESS. IT'S LIFE.

We are passionate about high performance living and we practice what we preach – investing time in our own health and fitness. We believe that everyone has untapped potential within them, and it takes a disruptive approach to unleash it. We dream big and don't settle for the status quo. We sweat the details. We never accept less than 110% to help each other deliver the Equinox experience and enable our members to get great results. We are obsessed with what's new, what's now, what's next. Never following, always leading, living ahead of the moment in fashion, culture and consumer behavior. We aren't just a company; we're a community vested in each other's success. We value humility and a team approach at every level of the company.

If you are a high performing individual who is passionate about winning and inspiring others, we are excited to discuss career opportunities with you. 

Job Overview

Primary role as the liaison between the customer and hotel departments to execute event details accurately and flawlessly. Will work with the Senior Account Services and Sales Manager to make sure contract expectations are met and exceeded.  This position is accountable for ensuring total guest satisfaction for all group-related functions, maximize profitability and generate repeat group business. The ideal candidate must thrive in a challenging and fast-paced environment where prioritizing and multi-tasking are second nature. This position requires an individual who can align themselves and their day-to-day functions with our brand. Position will also include a sales component and goal. This individual will also report directly to the Director of Sales & Marketing. Individual will be responsible for achieving monthly and quarterly group goals.

Essential Job Functions: 

Support Senior Account Services Manager and Director of Group Sales with administrative duties and tasks, including but not limited to sending proposals, merging contracts and resumes, arranging specialty amenities, contract turnovers, etc.Act as a liaison between hotel and client to ensure a successful event. This includes obtaining rooming lists, establishing billing, overseeing group room blocks, welcoming VIP's, overseeing amenity requests, handling on site event logistics, coordinating outside vendors and enforcing the contractCreate all pertinent policies and procedures for Event ManagementMonitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessaryMaintain strong client relations and ensure that group specifications are communicated and executed for a successful event for the client and attendeesReview sales contracts as well as other important information, i.e., room block, cutoff date, special concessions and attrition clauses and validate with clientProvide personal attention to customers from time of definite contract until financial obligations are fulfilled and to ensure guest satisfaction of group needsCheck sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changesParticipate in site visits and plan meetings for upcoming groups and potential affiliate businessCreate and distribute group resumes about groups' event details 7 days prior to the eventSchedule and coordinate pre/post-convention meetings with group customers and hotel departments to review all details of the group eventCommunicate last minute changes in group functions to hotel staff in a swift manner, and ensure accurate and satisfactory follow upEnsure times and locations of events are posted daily in appropriate areas and on daily event sheetsGenerate high revenue yielding business through upsells for all contracted rooms and eventsPrepare recap briefing to compare forecasted room pickupsProactively build and strengthen relationships with customers to ensure a successful event, thus leading to future booking inquiriesThorough knowledge of group reservation management, meeting space logistics, catering F&B minimums and room rental parametersWork closely with all departments to ensure successful execution of group programsManage and develop relationships with key internal and external stakeholdersConduct and/or attend meetings to maintain favorable working relationships among company employees and promote maximum morale, productivity, and efficiency.Conduct and lead Group Resume meetings, Pre/Post Con meetings, special events, and other ad hoc meetings as required other duties as assigned.Solicits, evaluates, sells, and confirms business as required to meet assigned market segment's budgeted sales and profit margin.May be assigned other duties at the discretion of management.Follow up to sales leads in a timely manner. Assures individual booking goals are achieved on a monthly, quarterly and annual basis.Manages and develops relationships with key internal and external stakeholdersReviews assigned markets on a monthly and quarterly basis to ensure proper production of room nights are achieved. Develops and executes projects for assigned market segment to increase sales volume and profitabilityAttends all internal meetings which includes: revenue meeting, sales meeting, resume meeting, GRC meeting, and group pickup meeting.  Proactively prospects new accounts with a new business development goal provided each quarter. Other duties as assigned.

Qualifications/Skills: 

Requirements are representative of minimum levels of knowledge, skills and /or abilities.  To perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty proficiently, with or without reasonable accommodation. 

Essential: 

Ability to satisfactorily communicate in English (speak, read, write) with guests, co-workers, and management to their understanding. Knowledge of hotel structure and how all departments work.Extensive knowledge of Event Management/Group Reservations.Excel, PowerPoint, Delphi, HMS, and CVENT. Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and work with a minimum of supervision. Ability to think quickly and act appropriately in emergency situations. Perform well under pressure situations, time demands, and work overtime when needed. Punctuality and regular and reliable attendance. Interpersonal skills and the ability to work well with co-workers and the public. Ability to work flexible schedule (AM, PM, Overnight, Weekends & Holidays). 

 Desirable: 

Minimum two years' experience in hotel salesBachelors Degree or equivalent vocational training. Qualified business relationships in local corporate and/or social events marketKnowledge of travel industry, current market trends and economic factorsPrior experience working in a union environmentPrior experience working at a hotel/resort completing an opening or major renovation/re-positioning

 Essential Physical Abilities: 

Endure various physical movements throughout the work areas, such as reaching, bending and stoopingRepetitive hand motion (typing) for extended periods of timeMost work tasks are performed indoors. Temperature is moderate and controlled by hotel environment systemsMust be able to sit at a desk for up to 5 hours a day. walking and standing are requested the rest of the working day. this includes traveling to and from meetings. Length of time of these tasks may var from day to day and task to taskMust be able to exert well-paced ability to maneuver between functions occurring simultaneouslyMust be able to exert well-paced ability to reach other departments of the hotel on a timely basisMust be able to lift up to 30 lbs occasionallyRequires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuityTalking and hearing occur continuously in the process of communicating with guests, supervisors and other employeesVision occurs continuously with the most common visual functions being those of near vision and depth perception

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.

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