Meeting & Conference Services Manager

FLSA Status: Overtime Eligible Manager (Non-Exempt)

Hourly Rate of Pay: $31.50/Hour

Essential Job Functions:

• Execute all contractual agreements related to guestrooms, meeting space, food & beverage, and special concessions; serve as the primary onsite contact to ensure flawless event execution and address client needs in real time.
• Takeover of the execution of group business from sales managers after agreements have been signed, ensuring seamless coordination with the hotel operations team and thorough completion of pre- and post-event procedures.
• Monitor group room blocks according to contract terms and information provided by clients to optimize hotel revenue and minimize room attrition.
• Review sales contracts, for critical details including room block management, special concessions, attrition clauses and deposit management. Validate these details with clients via turnover letters.
• Confirm that all deposits are paid and recorded.
• Coordinate comprehensive event logistics, including venue setup, catering, signage, displays, audiovisual arrangements, guest room blocks, and reservation billing including but not limited to building blocks in RnI, OnQ and booking link creation
• Maintain strong client relations and ensure that conference specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.
• Generate pickup reports and accurately record and archive them in client/event files, ensuring all bookings are entered into the sales tracking system.
• Develop and maintain effective client and customer rapport, demonstrating excellent customer service.
• Finds opportunities to up-sell and to optimize function space utilization and maximize revenues.
• Partner with the Food and Beverage team on menus and Banquet Event Orders for all property events.
• Initiate billing procedures, ensuring timely receipt of deposits and credit applications with adequate information, adequate billing to guest folios and master accounts within acceptable time frames.
• Control all definite files as to contracts and details committed.
• Coordinate F&B, vendors, floor plans, and load-in/out; create and update BEOs with finalized guest counts by event deadlines.
• Participate in site visits and plan meetings for upcoming groups and potential affiliate business
• Emphasizes guest satisfaction during all departmental meetings and focuses on continuous improvement
• Send out invoices for events, collects all final payments prior to the event including holding a credit card on file for overages.
• Review all bills that are sent to the client, ensuring they are accurate and timely in order to maximize return business.
• Send thank you notes and meeting critiques with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines.

• Participates in internal and external meetings as needed. Participates in internal and external training and industry events
• Encourage customers to complete meeting planner surveys and maintain 90% satisfaction score of all meeting planner surveys