Conference Services Manager

Description

Our mission is to be the best loved Hotel & Restaurant Company so regardless of position, we look for individuals who are passionate about providing genuine heartfelt care to our guest and employees.

PERSONAL TOUCH - DELICIOUS FOOD + DRINK - INSPIRING SPACES - MEMORABLE DETAILS - THOUGHTFUL PERKS

POSITION TITLE: Event Services Manager

SUPERVISOR: Director of Catering

POSITION SUMMARY:

The Event Services Manager (ESM) acts as the liaison between the hotel operations departments and the client. The ESM is to strive to achieve a balance between executed contracts, service and the profitability of the organization. Through efficient management, communication and coordination of the conference/meeting requirements, the goal is to capture the hotel's fair share of revenue through food, beverage, room rental and auxiliary services, such as audio visual provisions, storage and labor fees and other applicable fees. The design and management of conference/meeting logistics must include labor saving measures, as applicable.

PRIMARY MARKETS:

1) Rooms only groups

2) Groups with meetings + events contracted by hotel's sales team

ESSENTIAL DUTIES AND RESPONSIBILITIES:

* Coordinate meetings, conferences, exhibit shows or other special events and activities with accuracy and detailed communication outlines for the client and hotel departments, providing the appropriate memos, Banquet Event Orders, Group Profiles and other communications as necessary.

* Ensures that all contracted groups are meeting or exceeding minimum food + beverage revenues, monitoring for potential attrition.

* Ensures that all contracted groups are meeting or exceeding minimum guest room revenues, monitoring for potential attrition.

* Ensures that all contracted groups are meeting or exceeding minimum meeting room rental revenues.

* Coordinates menu arrangements for conference/meeting clients that maximize the revenue potential for the hotel, while serving the needs of the client.

* Must be able to upsell food + beverage, guest room types and any ancillary revenue streams.

* Obtains conference/meeting rooming lists, monitors cut-off dates, and obtains rooming lists by the due date and in accordance with the sales contract.

* Assists clients with off-premise (hotel) details as they may affect the hotel service delivery, such as floral concerns, motor coach requests, limousine requests, exhibit decorator requests, entertainment referrals, golf or sports arrangements, spousal programs, motor coach arrival/departure patterns, while informing all supporting hotel departments and maintaining the integrity of the hotel physical plant. All arrangements are to be assessed the appropriate charges to ensure that the hotel receives a fair share of revenue in relationship to the expenditure of time and labor.

* Obtains the appropriate approval of the Director of Catering for all purchases, rental or leasing of equipment or supportive requirements of groups prior to and in advance of the actual date of use.

* Maintains accurate and current space (room) blocks in the group function log, observing proper turnovers and releasing space appropriately and timely, so to maximize the revenue potential of the hotel through the booking of other business opportunities.

* Supports Sales Teams with prospective clients by suggesting logistics, creating custom menus, outside vendor coordination, etc.

* Completes all special projects as assigned in a timely manner, while meeting the specified objectives of the assigned project.

* Maximizes the hotel's revenue potential by assessing/monitoring room rental fees, box delivery/storage fees, service fees and other revenue-generating factors in accordance to the sales contract and with regard to hotel policies.

* Submits all menus, group profiles, and event orders to the Director of Catering for review and signature, prior to issuance.

* Keeps the Director of Catering promptly and fully informed of all problems or unusual matters of significance coming to his/her attention so that prompt and corrective action can be taken when appropriate.

* Maintains flexible hours to accommodate customer needs, due to the cyclical nature of the hospitality industry. Event Services Managers may be required to work varying schedules to reflect the business needs of the hotel.

* Conduct tours for potential and booked clients.

* Support sales representatives in determining repeat/additional opportunities to serve group clients.

* Based on slow business conditions, may support direct catering or group sales initiatives.

ADMINISTRATIVE RESPONSIBILITIES:

* Schedules appropriate interdepartmental meetings for the operational aspects of coordinating conference requirements, which may include pre-planning meetings or a Pre- Conference Meeting for the operational departments.

* Adheres to all organization policies, procedures, guidelines, as set forth by the Kimpton People and Culture department.

* Prepares detailed Conference Profiles (Resume) for conferences that are comprehensive and issued in a timely manner (no less than 10 business days prior to the group arrival date).

* Provides an accurate Conference Profiles that documents all aspects of a particular conference, to include menus, meeting set-ups, client profiles, reservation pick-up statistics and other pertinent information as outlined in the current departmental policies and procedures.

* Prepares a comprehensive Post-Conference Meeting on all conferences. This report should be prepared within 72 hours of departure and include: actual conference statistics versus projected (room pick-up, cover counts), profile of the attendees (i.e. use the health club, heavy room service, etc.), analysis of future potential, general observations and comments. Other important information may include the number of comps, VIPs, relocated attendees (walks) due to a sell to capacity (over sell), etc.

* Completes and distributes banquet event orders, reports, and correspondence as may be required. Maintains accurate and current space blocks in the group function room log, observing proper turnovers, releasing unused space as appropriate. Participates in the department forecasting procedure, compiling accurate (margin of 3%) and timely reports. Reviews all client invoices prior to mailing to ensure accuracy and proper assessment of all services and goods rendered by the hotel.

INTERNAL MEETING RESPONSIBILITIES:

* Attends weekly BEO meetings

* Attends weekly sales meeting

* Attends weekly operations meetings

EXPERIENCE/SKILLS NEEDED:

* 1-3 years related experience in hospitality industry

* Thorough knowledge of property, space, food + beverage offerings and capacities

* Food and beverage knowledge

* Well organized, detail orientated and excellent follow up skills

* Ability to analyze client needs and negotiate pricing

* Ability to work under time pressures and extensive hours

* Superior writing skills and knowledge of Microsoft Office

* Delphi experience preferred, but not required

* Passkey experience preferred, but not required

* High level of creativity, enthusiasm and flexibility

* Proven leadership skills

* Strong interpersonal skills

* Emulates Kimpton Culture