Conference Service Manager
: Job Details :

Position Purpose & Summary

The Conference Service Manager position is responsible for planning, organizing, and coordinating functions and guest rooms for assigned group accounts, in accordance with resort policies and quality standards, to ensure customer satisfaction, maximize profitability and generate return business.

Essential Functions:

* Obtain/confirm all event-related information (to include, but not limited to meeting specifications, audio visual, rooming lists, technical needs, exhibit needs, food and beverage requirements, outfitters, STRATA Med|Body|Fit, golf, tennis, etc.) with client, organize/distribute group resumes, conference agendas, event orders, floorplans, etc. to all operating partners accurately, and in a timely manner.

* Organize conference, event, meeting booking files and maintain accurate activities within files consistently.

* Manage all event and guest room contract management within Delphi FDC/Opera systems.

* Drive function space optimization/maximization, to ensure best utilization of space for guest experience and financial performance of department.

* Yield sleeping room block and function space, ensuring optimization of financial return/performance.

* Initiate/follow up on billing procedures along with Group Sales Manager to ensure deposits and/or credit applications are received within acceptable timeframes.

* Conduct pre-conference/event meetings with clients and pertinent departments in cooperation with the Group Sales Manager to confirm all relevant details are communicated.

* Ensure guest/group experience while onsite, through personal interaction and attendance at functions throughout the stay. Must be flexible to accommodate irregular and/or extended hours and days of the week.

* Conduct any/all site inspections as required in cooperation with the Group Sales Manager.

* Ability to handle initial sales inquiries if requested.

* Ability to handle Catering Sales inquiries as requested.

* Attend necessary meetings within resort that affect/are affected by the Banquets, Catering, Conference Services and/or Events department.

* Establish and maintain rapport with clients, prior to, during and post conference, exceeding their expectations and encouraging repeat business.

* Designing room layouts with diagram software provided by company.

* Interacts effectively with sales, kitchen, vendors, competitors, catering associations to ensure guest satisfaction.

* Play active role in local community through associations, memberships and involvement. Be an ambassador of the hotel within the local community.

* Additional responsibilities, as outlined by Director of Sales & Marketing or VPSM

* Deliver I Am Proud service standards and department-specific signature touch points.

* Establish cross-departmental channels of communication among teammates that are consistent and complete.

Additional Duties and Responsibilities:

* Maintains post-event files and ensures invoices, receipts and closing inventories copies are maintained and records actual final guest count in Delphi.

* Maintains complete and in-depth files on all future and past events and private parties as directed by departmental standards.

* Excellent communication skills, both written and verbal required.

* Attend training as assigned.

* Practices and observes safety rules and regulations and encourage other to do the same.

* Timely participates in morning stand up, weekly operations meetings and staff meetings.

* Greet every guest, member, and team member with I Am Proud standards and set a positive tone for every interaction.

* Provide extraordinary service that is Enriching by Nature.

* Embrace, embody, demonstrate, and encourage wellness and the STRATA virtues through interactions, performance, and commitments.

* Uphold the Garden of the Gods Resort and Club's brand, culture, vision, mission, and values.

* Be empowered to make things go right if they go wrong.

* Give the guest/member a fond farewell.

* Address feedback by utilizing the LEARN Model.

* Demonstrate a professional appearance and be attentive to what matters most.

* Comply with company policies and procedures.

* Observe and adhere to safety guidelines.

* Other duties as assigned.

Marginal Functions:

* Performs other job-related duties as assigned.

* Interface positively with other departments, offering assistance when needed.

* Displays care in use of equipment and maintains an organized and professional work environment.

Position Requirements:

Minimum Knowledge & Skills:

* 3-5 Years Delphi Classic, Delphi FDC, Opera Sales & Catering or similar sales & catering software

* Preferred knowledge of Jonas, Micro's software or other similar business enterprise or POS related programs

* Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite

* Room diagram software's such as Meetings Matrix, Allseated, or Social Tables

* Ability to work days, nights, weekends, and holidays- all days of the week.

Formal Education and Job-Related Experience:

* 3-5 years Previous Conference Services and/or Catering Sales experience within luxury resort market and similar role required.

License, Registration, and/or Certification Required:

* CMP Certification preferred

* First-Aid / CPR / AED Certification preferred

* Valid Driver's License

External and Internal Personal Contact:

Communications:

* Daily Participating in meetings; conducting meetings / leading group discussions

* Weekly Consulting to others; making formal presentations and speeches as required, attend BEO meetings.

* Occasionally Attending pre-cons, Operations Meetings, and department meetings and contribute to them.

Teamwork and Collaboration: This position requires continuous teamwork as well as internal and cross-departmental communication.

Additional Licenses and/or Certifications Required:

YES

NO

Valid Driver's License

X

CPR Certification

X

Food Protection Manager Certification

X

Food Handler Certification

X

Alcohol Server/Seller Certification

X

Position Analysis/Specifications:

N/A

(Not Applicable)

OCCASIONAL

FREQUENTLY

Sitting

X

Standing

X

Walking

X

Bending Over

X

Crawling

X

Reaching

X

Crouching

X

Kneeling

X

Balancing

X

Pushing / Pulling

X

Lifting / Carrying:

10 lbs. or less

X

11 to 25 lbs.

X

26 to 50 lbs.

X

51 to 70 lbs.

X

Manual Dexterity

X

Fine Motor Skills

X

Gross Motor Skills

X

Eye / Hand Coordination

X

Near Vision

X

Far Vision

X

Color Recognition

X

Hearing

X

Environmental Factors:

Environmental factors may include indoor setting with overhead lighting and comfortable ventilation. May occasionally be called upon to work in all areas of the property, both inside and outside, possibly in inclement weather.

YES

NO

Working Outside

X

Working Inside

X

Working Alone

X

Working Closely with Others

X

Excessive Cold / Heat

X

Excessive Humidity / Dampness

X

Noise / Vibrations

X

Working Above Ground

X

Working Below Ground

X

Working with Chemicals / Detergents / Cleaners

X

Working Around Fumes / Smoke / Gas

X

Walking on Uneven Surfaces

X

Operating Motorized Equipment or Vehicles

X

Working Around/Near Machinery/Motorized Equipment

X

Climbing on Scaffolds or Ladders

X

Continuous use with a Computer and Keyboard

X