Complex Conference Services Manager
US-NY-New York
Management
Req #: 67763
Type: Full-Time
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Overview: The Conference Services Manager is responsible for coordinating and supervising assigned group business after it is booked by the sales department, and through completion of the event or function, while maintaining profitable operations and high quality products and service levels. He/she is expected to market ideas to promote business. The Conference Service Manager is also responsible for acting as a liaison between client and operating departments to ensure a successful meeting and to generate repeat business as well as assisting with booking business when needed. Responsibilities: * Maintain a warm and friendly demeanor at all times. * Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner. * Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests. * Must be able to multitask and prioritize departmental functions to meet deadlines. * Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner. * Attend all hotel required meetings and trainings. * Participate in M.O.D. coverage as required. * Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel. * Maintain high standards of personal appearance and grooming, which include wearing nametags. * Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations. * Maximize efforts towards productivity, identify problem areas and assist in implementing solutions. * Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary. * Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives. * Must be able to maintain confidentiality of information. * Perform other duties as requested by management - specifically within the sales process and answering leads when needed Fundamental Requirements: * Keep immediate supervisor fully informed of all problems or matters requiring his/her attention. * Prepare and submit required reports in a timely manner. * Follow up on all turnovers within 24 hours via telephone and within 3 days with written correspondence. * Know meeting room setups and capabilities. * Know sleeping room configurations and types. * Respond to requests by Meeting Planners immediately. * Use the Partnership Agreement to meet client needs. * Have comprehensive knowledge of all operational departments within the hotel; guest services, reservations, housekeeping, audio visual, switchboard, accounting, restaurants, bars, and engineering. * Interact with outside planners, vendors for event setup. * Maintain pricing integrity and propose upscale menus for clients. * Create, review and revise rooming lists and VIP lists. * Generate, publish, and release Banquet Event Orders to respective departments * Responsible for follow up of Rooming list, Deposits/ payments, invoice, reservations of the Group Block * Ensure inter-departmental coordination within all departments related to Group Block * Manage existing accounts and follow up with client re-solicitation to capture future business. * Manage the function book, sell and adjust space in order to ensure maximum potential revenue. * Be visible on the floor and assist staff as needed during functions. * Be involved in and/or conduct departmental and hotel training (One-to-One Training, etc.) * Plan and execute holiday and special events in conjunction with the Director of Catering. * Use feedback from Meeting Planner evaluations to improve service and quality. * Participate in required M.O.D. program as scheduled. Qualifications: * At least 3 years of progressive experience in a hotel or a related field; or a 4year college degree and at least 1 year of related experience; or a 2year college degree and 2 or more years of related experience. * Must be proficient in Windows, Company approved spreadsheets and word processing. * Flexible hours sometimes required. * Medium work Exerting up to 50 pounds of force occasionally, and/or 20 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects. * Maintain a warm and friendly demeanor at all times. * Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner. * Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests. * Must be able to multitask and prioritize departmental functions to meet deadlines. * Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner. * Attend all hotel required meetings and trainings. * Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel. * Maintain high standards of personal appearance and grooming, which include wearing nametags. * Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations. * Maximize efforts towards productivity, identify problem areas and assist in implementing solutions. * Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary. * Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives. * Must be able to maintain confidentiality of information. * Perform other duties as requested by management.
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