Conference Event Manager

Hotel:

Atrium SPIRIT where teamwork passion and appreciation ignite service excellence

Profile:

Telecommute: No

Bonus Eligible: No

Direct Reports: No

Reports To: Director of Events (DOE). If there is no Director of Events then Director Sales & Marketing (DOSM).

• 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 preand postevent 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 onsite tours and virtual client meetings. Be onhand 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 Sales & Marketing in various sales activities which include guiding site tours promotingbanquet andcatering events 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 brands commission system award brand loyalty points to meeting planners and address discrepancies or issues such as group noshows. 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 PreCon PostCon and Group Scrub Meetings always being prepared to discuss the specifics of any assigned group(s).
• Clerical Tasks:
  • Greet visitors answer phone calls (including customer and brand call center reservations as well as general hotel inquiries) intake and process incoming lead information handle reservation requests research group billing inquiries gather data as needed compile reports maintain files and prepare correspondence.
  • Interact with group catering and business travel customers in person via email and over the phone to qualify and assist existing and future customers including but not limited to making reservations at the customers request.
  • Maintain communication with group customers regarding the status of their group room block. This may include entering rooming lists monitoring pickup status reporting status of current pickup providing cutoff date alerts and making individual rooming list reservation changes.
  • Assist property managers with sales duties as needed including but not limited to initial billing inquiries commission payments noshow status sales system research brand reward point administration and scheduling appointments.
  • Assist managers with RFP responses proposals contracts BEOs and meeting arrangements as needed.
  • Send all local Convention and Visitors Bureau (CVB) requests for proposals (RFPs) received by the hotel to the Hotels assigned Lead Analyst for distribution per our internal protocols.
  • Assist Catering & Events Manager (CEM) with reservation requests and building group master accounts in the brand system as needed.
  • Upload and maintain the group files within the sales system for all group bookings at the property level. This includes ensuring signed agreements are uploaded when all bookings are turned to definite bookings.
  • Maintain inventory and create printed and electronic collateral to include coupons flyers and branded sales and marketing pieces.
  • Unless the hotel is supported by a thirdparty social media company such as The Media Group (TMG) maintain all social media accounts for the hotel with a minimum of four 4 postings per month to all channels. This includes responding to all comments and reviews on social. Complete brandrequired Sprinklr training for social media.
  • Participate in Sales Department meetings.
  • Maintain Hotel Readerboard System
  • Provide additional administrative assistance as directed.

• 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.

• Demonstrated experience with industryspecific sales and catering programs including Microsoft Office (Salesforce) and Diagramming Tools like Social Tables particularly in detailing Banquet Event Orders (BEOs).

• Less than 20 travel requirement.
• Must possess a valid drivers license and reliable transportation and the ability to be available at offproperty meetings and events with minimal notice.
• Up to 8 hours sitting at a desk and computer work.

• Organizational Agility:Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies practices and procedures; understands the cultures of organizations.
• Negotiating:Can negotiate skillfully in tough situations with both internal and external groups; can settle differences with minimum noise; can win concessions without damaging relationships; can be both direct and forceful as well as diplomatic; gains trust quickly of other parties to the negotiations; has a good sense of timing.
• Customer Focus:Is dedicated to meeting the expectations and requirements of internal and external customers; gets firsthand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

At Atrium Hospitality youre a valued part of a team creating unforgettable guest experiences. We recognize and reward your dedication with competitive pay great benefits and exciting perks to support you on and off the job.

Including:

Daily Pay Get paid when you need it
Exclusive Travel Discounts Save big at Marriott and Hilton properties
401k Plans Invest in your future
Comprehensive Medical Insurance Your health matters to us
Additional PropertySpecific Perks Because every location has something special to offer

But we dont just offer jobswe help you build careers. With internship programs training plans hundreds of self paced on line classes and opportunities at 70 hotels nationwide you can grow your future the way you want.

Ready to take the next step Join a team that values you and your future!

Actual compensation packages are based on a wide array of factors unique to each candidate including but not limited to skill set years & depth of experience certifications and specific office location. This may differ in other locations due to cost of labor considerations.

Atrium is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability or protected Veteran status.

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