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    Jr. Conference Services Manager - Ocala, United States - Columbus Hospitality

    Columbus Hospitality
    Columbus Hospitality Ocala, United States

    2 weeks ago

    Default job background
    Description
    The World Equestrian Center, located in Ocala Florida is seeking a Jr. Conference Services Manager to join our team. The

    Jr. Conference Services Manager

    primary role is to be the bridge between our clients and the hotel operations team.

    You'll ensure events are detailed and executed seamlessly by managing group and event sales bookings, optimizing revenues, and uncovering up-sell opportunities while positively impacting our guests, fellow associates, and local communities.


    Primary Responsibilities:
    Group

    Threshold - Handling groups of 100 people or less.
    Client

    Liaison:
    Directly communicate with clients to ensure all event documents

    are comprehensively prepared and finalized using tools and systems

    provided.
    Banquet

    Coordination:
    Oversee the timely distribution of Banquet Event Orders

    (BEOs) in line with hotel deadlines.
    Upselling

    & Client Communication:
    Present clients with potential upgrade

    opportunities, collect necessary agreements and deposits, and consistently

    communicate on group arrangements.
    Event

    Feedback & Management:
    Partner with hotel staff for pre-and post-event

    meetings including BEO review, guaranteeing client satisfaction and

    collating feedback.
    Monitor

    guest room blocks, ensure contract adherence and optimize revenue

    opportunities.
    Room

    Management:
    Monitor guest room allocations to ensure contract compliance while

    capitalizing on revenue opportunities. Alert clients about potential

    attrition charges for rooms and F&B if bookings or revenues are

    projected to fall short of the contract.
    Payment

    Management:
    Supervise the entire client payment process, from initial

    deposits to the final bill.
    Booking

    & Documentation:
    Utilize the Hotel Sales & Catering software to

    meticulously document interactions and attach vital documents such as

    BEOs, payment forms, diagrams, and agendas.
    Client

    Engagement:
    Coordinate on-site tours and virtual client meetings. Be

    on-hand during key event moments to engage with clients, ensure all

    details are executed correctly, and address immediate requirements.
    Sales

    Support:
    Collaborate with the Director of Catering & Conference

    Services. Director of Sales &Marketing in various sales activities,

    which include guiding site tours, promoting catering events, resumes and

    managing BEO documentation.

    Revenue Verification:

    Regularly audit banquet checks against our sales system to ensure accurate posting of revenues, including items consumed during events.


    Billing Oversight:
    Review the full bill upon event completion, ensuring alignment with our group closing checklist. This ensures timely and accurate billing by our accounting team.

    Commission and Loyalty Management:
    Process commission payments using the brand's commission system, and address discrepancies or issues such as group no-shows. Collaborate with the client and front office for any corrective actions. Ensure VIP group reservations are correctly allocated.

    Meeting Participation:

    Actively engage in the BEO, Group Resume, Pre-Con, Post Con and Group Scrub Meetings, always being prepared to discuss the specifics of any assigned group(s).

    All other duties as required.

    This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position.

    Associates will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

    Physical Requirements:
    Associate

    may have to stand, walk, reach with arms and hands, climb or balance, and

    to stoop, kneel, crouch or crawl.
    Up to 8+

    hours sitting at a desk and computer work.

    Required Qualifications, Education, Experience, Skills, and Abilities:
    High School

    diploma or equivalent.
    Minimum two

    (2) years of Conference & Event servicing experience or two (2) years

    in hotel Event Services, Banquet, or Group Sales or an equivalent

    combination of education and experience.
    Proficient

    in Microsoft Office.
    Must possess

    a valid driver's license and reliable transportation and the ability to be

    available at off property meetings and events with minimal notice.

    Preferred Qualifications, Education, Experience, Skills, and Abilities:
    Bachelor's

    degree in business administration, Marketing, Hotel and Restaurant

    Management, or related major.
    Prior

    experience with Group, and/or Local Social Event market segments.
    Certified

    Meeting Professional (CMP).
    Demonstrated

    experience with industry specific sales and catering programs including

    Microsoft Office, Delphi.
    FDC (Salesforce), and/or CI/TY (Marriott), and

    Diagramming Tools like Social Tables, particularly in detailing Banquet

    Event Orders (BEOs).

    The World Equestrian Center is managed by Columbus Hospitality Management, a company committed to providing quality service and memorable guest experiences in a positive and welcoming work environment.

    We are focused on supporting the needs of our team through our commitment to the family/work life balance and by providing development opportunities.

    We are proud to be a Drug Free Workplace/EOE. All applicants will be required to submit to a background check prior to employment.

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