Job Description Summary

The Conference Services Manager is responsible for delivering on the contract executed between the hotel sales team and the client. Critical to the success of this position is effectively selling the hotel’s public space, food and beverage, and function planning services to maximize revenues and profits for the hotel. This position establishes new accounts, generates revenues, monitors booking pace, and assists in obtaining repeat business resulting from the quality service experience.

Job Description

Maintain a high level of attention to detail and accuracy of communication between hotel staff and clientOrganize, facilitate, and execute Pre-con meeting between the hotel staff and client.Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines. Confirm in writing to the client and all affected hotel departments all group requirements via sales contract terms, addendums, confirmation of pricing, group resumes, and/or banquet event order. As needed, assist the client in menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room set-up, group room blocks and VIP services, etc. Work with sales staff to service and solicit new business. Up-sell client events and manage function space and room block inventory as assigned.Work closely with other hotel departments to facilitate services agreed upon by the sales office and prospective clients. Prepare and distribute amenity request forms for specified clients.  Obtain designated approvals and follow-up on delivery.Check function room set ups prior to guest arrival, ensuring all details align with client’s requirements and hotel standards.  Ensure deficiencies corrected by appropriate personnel.Work with other Banquet managers and keep them informed of F&B issues as they arise.Keep immediate supervisor fully informed of all problems or matters requiring their attention.Monitor quality of service in Banquets.Know meeting room sets and capabilities.Plans and coordinate details, diagrams, and resume information for meetingsMeet and greet in-house guests upon arrival, review the course of events, and introduce other staff members (banquet manager, captain, etc.)Develop menus and agendas, ensure BEOs are issued and complete all pertinent correspondence with outside vendors. Communicate all changes on Event Orders to other departments.Maintain current information and monitor booking trends to produce forecast figures and month-end reports for groups.Monitor group booking pace, forecast, and expectations.Handle inquiry calls and outside sales calls for affiliate or ICW events. Follow through to Maintain pricing integrity and propose up-sell menus for all groups.Acts as on-site contact for meeting and meeting groups and larger groups.Interact with outside planners and vendors for special events.Follow up with client contact at the end of each meeting to ensure satisfaction and obtain feedback.Maintain a high level of attention to detail and accuracy of data input.Manage the Passkey systemMonitor group housing pick up through third party sites to ensure accuracy of rates, images, and contract terms.Utilize systems related to your job functions including but not limited to Delphi, OPERA, Synxis, Passkey, third party housing sites.Ensure reservation links built, accurate, working, and the reservations are being managed according to the terms of the contract.Ensure cutoff dates, attrition summary, group guarantees are all communicated between the hotel and the client.Ensure that we are accurately loading the contracted room block, rate, terms, and concessions.Coordinate billing and securing method of payment for group reservations using the CeloPay systemFollow through and detail every group master. Build group sub-blocks or affiliates to deploy the standard business strategy for each group type (call-in, rooming list, wedding, etc.). Manage inventory, keeping it in sync between Opera and Synxis. Manage reservation links and test prior to sending to client and/or Meeting Planners. Manage rooming lists. Manage primary inventory to ensure room availability to appropriate contracted inventory. Initiate the production of invoices for clients.Ensure compliance with all local liquor laws and health and sanitation regulations.Comply with weekly and monthly forecasting procedures.Be involved in and conduct departmental and hotel training.Assist in planning and executing special events.Use feedback from Meeting Planner Evaluations to improve service quality.Attends weekly resume meetings, training programs, and other meetings as designated.Provide input to the Director of Sales & Marketing relating to guest comments and observations.Other duties as assigned.

Qualifications and Requirements 

At least three years of progressive experience in a hotel or related field or a bachelor’s degree Or a 2-year degree and one or more years of related experience,Strong organizational skills.Ability to prioritize tasks.Strong computer and data entry skills.Ability to read group contracts and recaps, and format according to requirements of contracts.Ability to effectively deal with customers, some of whom will require high levels of patience, tact, and diplomacy to defuse anger to collect accurate information. Ability to access, read and accurately input information using moderately complex computer systems. Ability to adhere to Sonesta grooming standards.Ability to utilize communication equipment (telephones, radios, computers, etc.).Ability to communicate clearly and effectively with guests in English.Ability to interact with guests and other employees in a courteous, empathetic, and discreet manner.

Additional Job Information/Anticipated

Pay Range

Benefits

Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

Medical, Pharmacy, Dental, and Vision Insurance

401(k) Retirement Plan with Company Match

Paid Vacation and Sick Days

Paid Funeral Leave

Sonesta Hotel Discounts

Educational Assistance

Paid Parental Leave

Referral Incentive

Doctor Clinic

Sick Incentive

Development Programs

Milestone (Years of Service) Incentive

Employee Cafeteria  

Company Paid Life Insurance

Company Paid Short-Term and Long-Term Disability Insurance

Various Employee Perks and Discounts

Upon submitting your application, please ensure you complete a full application in addition to attaching a resume. Incomplete applications received will not be considered.