The Director of Conference Services leads the conference service team, and ensures all groups booked through sales and utilizing guestrooms, suites, Villas and meeting/event space are serviced. This includes managing the room and event requirements, and simultaneously working with all departments ensuring a smooth experience.
ROLE AND RESPONSIBILITIES
1. Assumes all client contacts from the time a group is turned definite through departure; assigns groups to self and Manager according to business demands
2. Manages service needs and deadlines for all groups including those assigned to others. Steps in when necessary.
3. Ensures a seamless and memorable experience for buyer and guests
4. Collaborates with clients to understand their needs, preferences, and objectives, tailoring services to exceed expectations.
5. Renegotiates any additional guestroom, suite, Villa or event needs over and above the contract; involves the original sales contact and the Revenue Manager as appropriate
6. Ensures collection of all pre-required payments as stated in contract
7. Create and distributes clear, accurate and concise BEO's and group resumes a minimum of 2 weeks prior that conveys client needs with extreme attention to detail
8. Coordinates with all departments; i.e. front office, banquets, audio-visual, valet, housekeeping, etc., to ensure all logistical elements of an event are communicated effectively
9. Works with reservations to ensure rooming lists are properly entered and changes/additions are updated with final copy including billing and accompanying names sent to client prior to arrival
10. Works with accounting to ensure final bills are complied and accurate
11. Personally (or assigns) visits event set-up prior to ensure accuracy of set-up. Touch base with client during visit if possible
12. Upsells to optimize financial outcomes.
13. Proactively identifies potential challenges and develop effective solutions to ensure the success of each event.
14. Address any issues that may arise during events promptly and professionally.
15. Works with sellers to assist in rebooking
QUALIFICATIONS AND EDUCATION REQUIREMENTS • 3-5 years of experience in servicing events, groups or the like. • Mentoring and/or leadership experience • Proficient in computer software including Word, Excel, and Power Point; • Working knowledge of account management and event software; i.e., Delphi or similar • Typing skills • Exceptional communication skills both verbal and written • Unwavering attention to detail • A self-starter with an entrepreneurial spirit • Able to manage time, organized and has a keen ability to prioritize • Takes initiative and follows through on assignments; meets deadlines • Ability to work in a team-oriented environment, meet deadlines and interact effectively with all levels of management • May be required to work varying schedules to reflect business needs of the hotel