CONFERENCE SERVICES MANAGER

The Westin Memphis Beale Street

Conference Services Manager

Job Summary:

Full Time /Exempt Position

The Conference Services Manager is responsible for exceeding guest needs in planning and executing events while ensuring the best return value for the hotel. The successful candidate’s primary responsibilities include managing all meetings, conferences, and outside catering functions as assigned. In addition, prompt response to client inquiries, comprehensive management of bookings, including required information for file creation, maintenance and general office administration as required.

Reports to: Director of Sales

Essential Job Duties:Required to work a non traditional schedule based off of operations of group assignments . Schedule includes days , nights , weekends and holidays of varies times . Required to have flexibility to work on an on call basis during peak seasons.

• Work with Sales Director and Sales Managers in reviewing group requirements on all contracts to ensure proper blocking of guest rooms and function space.
• Maximize guest rooms, function space and additional Hotel revenues (internet, shipping, meeting room rental, etc.).
• Meet catering service goals while up-selling catering services and products
• Work with Chef and Banquet Manager to troubleshoot areas of challenge within banquet space and servicing of food and beverage.
• Detail group and catering events prior to group’s arrival at hotel, this includes, but not limited to; guest room blocks, rooming lists, food and beverage details, meeting room setup, audio visual arrangements when using in-house supplier.
• Detail Banquet Event Orders and Group Resumes for distribution to Hotel operating departments and have all Event Orders signed.
• Meet with in-house groups on a daily basis to maintain and build relationships with the client.
• Participate in Food and Beverage Meetings/Events Sales Meetings & Operations Meetings.
• Coordinate and communicate verbally and in writing with customer (internal and external) regarding event detail.
• Escalates items in a timely manner to appropriate party while taking ownership for follow-up
• Conduct a formal client pre-event meeting and post-event to follow-up with every event
• Liaise between sales manager and client throughout the event process (pre-event, post-event). Makes presence known to customer at all times during this process. Is available to solve problems and /or suggest alternatives to previous arrangements.
• Oversee customer experiences from file turnover through the post event phase until turnover back to sales.
• Identify operational challenges associated with group and work with the hotel staff and customer to solve these challenges and /or develop alternative solutions.
• Lead pre-event and post-event meetings for assigned groups.
• Facilitate various meeting as necessary (Banquet Event Order meeting, block review, etc).
• Meet with clients to finalize function details/deposits and review billing.
• Conduct site inspections as required.
• Participate in sales and hotel functions as required.
• Greet guest in a friendly and courteous manner during all interactions.
• Handle all guest interactions with the highest level of hospitality and professionalism.
• Responsible for follow up on deposit schedule and working with accounting on billing
• Manage room blocks and room night commitments, communicate cut off dates and attrition concerns for rooms or F&B.

Skills/ Qualifications

• Bachelor’s degree or some college preferred
• Prefer 2 – 5 years of experience as a Conference Service Manager or Sales Coordinator at a full service property
• C.I.T.Y. and B.E.O.’s preferred
• Great interpersonal skills, Hospitality
• Proficient in general computer knowledge.
• Detail oriented and ability to mulit task during high peak times
  
• Organized and able to work in fast paced environment
• Knowledge of Food and Beverage planning and operations required
• Time Management skills
• Solid scheduling experience
• Ability to resolve problems/issues
  

Pay Frequency and Benefits:

• Biweekly
• Vacation Time
• Sick Time
• Holiday Pay
• 401K
• Medical/Dental/Vision/Life Insurance eligible after company waiting period (Full time Employment Status Required)
• Employee Discount

Location:

• 1 work location
• No Remote Work

The Westin Memphis Beale Street provide equal employment opportunities and is a Drug Free Work environment.