Conference Service Manager
Conference Service Manager
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
$ 50000 - 60000
1 Vacancy
Job Description
JobTemplate: Aid and support for the Conference Services Department including computerinput filing tracing answering telephones faxing printing reports and departmental records/logs and coordination of small groups.
Qualifications
Education & Experience:
- Some college or business school training. High school graduate.
- 34 years previous experience in hotel/conference/hospitality industry
- Ability to clearly communicate with proper grammar in English with guests/visitors and hotel
- personnel to their understanding. Prefer Spanish as a second language.
- Ability to provide legible communication.
- Ability to compute basic mathematical calculations.
- Knowledge of Windows Word/Excel and a Sales & Catering Booking System
- Previous training in guest relations.
Physical Requirements;
- Ability to remain stationary at assigned post for extended periods of time.
- Ability to be mobile/walk for lengths at a time
- Sedentary work exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects.
General Requirements:
- Ability to input and access data in computer.
- Ability to promote positive relations with all telephone callers.
- Ability to ascertain callers needs and comply with such to ensure callers satisfaction.
- Ability to be a clear thinker who can remain calm in pressure situations.
- Ability to focus attention on details be well organized and follow up.
- Ability to maintain confidentiality of guest information and designated hotel data.
- Ability to work with minimal supervision.
- Ability to work cohesively with other departments as part of a team.
Duties & Functions
Fundamental Requirements:
- Deal directly with Meeting Planner to secure all details for their upcoming conventions and large meetings
- Record appropriate function space in the Sales & CateringComputer System.
- Verify that all information is correct (name spelling title address telephone date year.
- Contact with client to obtain as much information as possible either by phone or correspondence.
- Preparation of the tentative program memos and Spec Sheets to be typed and distributed.
- Handle orientation and visitation tours on property.
- Coordinate transportation requirements.
- Channel all reservation information and changes
- Arrange VIP assignments amenities and requests.
- Establish proper billing procedures.
- Plan and design Food and Beverage functions.
- Assist in offproperty activities.
- Conduct PreConvention meetings.
- Arrange for support staff audio visual equipment materials flowers entertainment.
- Deal with outside suppliers.
- Maintain constant contact with the meeting planner.
- On property for convention related functions. (Early mornings late nights holidays weekends).
- Maintain a delicate balance between Meeting Planner and the hotels staff.
- Maintain a close relationship with all Departments daily.
- Ensure that all departments are properly informed of all group needs.
- Follow up and check activities with personal supervision of service situations as appropriated.
- Document and prepare postconvention reports.
- Maintain knowledge of all hotel services/features and hours of operation.
- Maintain complete knowledge and comply with all hotel and departmental policies andprocedures.
- Maintain complete knowledge in the use of all office equipment computer and manual systems.
- Access all functions of computer according to specifications.
- Set up workstation with necessary supplies and resource materials; maintain cleanliness
- throughout the shift.
- Complete supply requisitions and submit to manager; stock office supplies upon receipt.
- Answer telephone within 3 rings using correct salutations and telephone etiquette.
- Handle inquiry calls according to departmental procedures. Qualify space requests by obtaining pertinent information required.
- Record messages legibly and completely; ensure proper distribution of messages.
- Make telephone calls to specified individuals as requested by the Director of Sales and Managers.
- Greet all individuals arriving at offices courteously and assist with their needs. Contact Managers and inform of client arrivals.
- Maintain accurate trace files and communicate daily traces to Conference Services Director.
- Establish and maintain filing system procedures; prepare new client files.
- Retrieve and distribute departmental mail.
- Process requests for overnight mail and other delivery/messenger services.
- Prepare and send faxes; receive and distribute faxes to appropriate personnel.
- Make photocopies and process as specified.
- Type correspondence memos B.E.O.s. and reports as assigned and distribute according to hotel standards.
- Process all changes to B.E.O.s as given by the Director of Salesand Managers on a timely basis following departmental procedures.
- Attend designated meetings.
- Document all guest requests/complaints and communicate such to respective personnel for proper handling. Follow up on guest satisfaction.
- Handle guest complaints ensuring guest satisfaction.
- Promote positive relations with guests and employees.
- Coordinate service repairs for office equipment ensuring minimal costs.
- Prepare work orders for maintenance repairs and distribute to Engineering. Monitor completion of work orders submitted.
- Maintain confidentiality and security of specified hotel information correspondence reports and files.
- Review status of incomplete work and follow up actions with Managers before leaving.
- Follow up on assignments as directed and given by the Director of Conference Services.
- Assist other departmental staff as necessary.
In accordance with New Jersey State Legislature (New Jersey Legislature Bill S2310 Sca 1R) which requires private employers with ten 10 or more employees to include a range of pay for all advertised jobs promotion or transfer opportunities. This position pays $50000 $60000/ year dependent on experience.
Were anequal opportunity employer. All applicants will be considered for employment without attention to race color religion sex sexual orientation gender identity national origin veteran or disability status.
Required Experience:
Manager
Employment Type
Full-Time
