- Ability to work under pressure and in a fast paced environment.
- Maintain strong client relations and ensure that group specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.
- Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary.
- Review sales contracts as well as other important information, i.e., room block, cut off date, special concessions and attrition clauses and validate with client via turnover letter.
- Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.
- Produce and distribute conference resumes prior to group arrival and communicate any changes and updated information to hotel departments.
- Distribute BEOs for group and affiliates 10 days prior to events.
- Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business within a 5% variance.
- Check sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changes.
- Participate in site visits and plan meetings for upcoming groups and potential affiliate business.
- Verify credit information submitted in account management software system at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure.
- Participate in Pre/Post Convention meetings and review billing with clients.
- Act as liaison between hotel and meeting planner to ensure a successful event. This includes obtaining rooming lists, establishing billing, overseeing group room blocks, welcoming VIP's, overseeing amenity requests, handling on site event logistics, coordinating outside vendors, and enforcing the contract.
- Write resumes for each group giving the hotel's departments an overview and schedule of the conference and its objective, details of the meeting agenda, AV requirements, VIP's, billing arrangements and amenity requests.
- Plan group's food and beverage events, including assistance with menu and wine selection, decorations, entertainment and audio visual.
- Create and execute accurate banquet event orders that include detailed information on the agenda, menu items, room set up, and billing arrangements.
- Meet the client upon arrival and conduct pre conference review, including the introduction of Department Heads, overview of events, and guest arrival details.
- Communicate last minute changes in group functions to hotel staff in a swift manner, and ensure accurate and satisfactory follow up
- Review all bills that are sent to the client, ensuring they are accurate and timely in order to maximize return business. Compile any cancellation/attrition charges for the group. Send thank you notes and meeting critiques with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines.
- Attend daily, weekly and monthly meetings as directed.
- Work with the Director of Catering to generate an accurate monthly forecast of group food and beverage revenue associated with all group events. Ensure monthly goals are attained to maximize revenue.
- A minimum of one-year previous Convention Services or Catering experience, preferably in an upscale resort or boutique hotel environment. Proven experience working with hotel group sales, food and beverage, and culinary teams to execute events.
- Attention to detail; mature, professional interaction with employees, guests and business contacts
- Ability to work independently, make good decisions, prioritize work, handle multiple tasks at the same time.
- Act effectively under pressure.
- Ensure accurate records are maintained.
- Organized and self-motivated.
- Knowledge of hotel and competitive market
- College degree, preferably in hospitality management
- Qualified business relationships in local corporate and/or social events market.
- Knowledge of travel industry, current market trends and economic factors.
- Prior experience working at a hotel/resort that handles a large volume of corporate meetings and catering events
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Description
Job Description
The Conference Services Manager position is responsible for planning, organizing and coordinating guest room blocks and meeting events for assigned group accounts, in accordance with hotel policies to ensure first-class customer service, maximize profitability and generate repeat group business.
Effectively communicate to all hotel departments the information necessary to successfully execute the group's needs while maintaining a good client relationship.
Essential Job Functions:
One Ocean Boulevard, Atlantic Beach, Florida 32233
Situated on the sweeping white sands and sparkling waves of the Atlantic Ocean, One Ocean Resort is a refuge for relaxation.
We beckon guests with luxurious amenities and lavish suites featuring views of the rolling surf that is the signature of the Atlantic Ocean.
Upon your arrival, a personal concierge greets you by name and escorts you down ornately lit halls to your room.
One Ocean Resort Spa is a AAA four-diamond, Forbes Travel Guide four-star property designed with you in mind. Creating options for children and families, our resort takes the planning and guessing out of the everyday. Drop the kids off with our on-site nanny for a romantic day with your spouse.Make your way to the Spa at One Ocean and choose from more than 40 marine-inspired rituals and specialty treatments, like unique massage styles, body wraps, peels, and facials.
End your day with a fabulous date at Azurea, our signature restaurant featuring seasonal coastal cuisine.Requirements
Job Requirements
Essential:
Desirable:
