Conference Services Manager

The La Jolla Beach & Tennis Club is currently seeking a highly skilled Conference Services Manager to join our team at our beautiful oceanfront property!

Be a part of the diverse team at La Jolla Beach & Tennis Club Inc. Our landmark hotels and restaurants have become La Jolla institutions which are founded on family values and community mindedness. La Jolla Beach & Tennis Club Inc. offers excellent benefits and a great work environment for our employees.

What we offer:

• Free daily meal and salad bar
• Free parking
• Benefits including: Medical Dental Vision 401K (based on employment status)
• Paid vacation sick and holiday time
• Dining discounts for employees (and up to 6 guests) at the Marine Room The Shores Restaurant and our Club Dining!
• Property retail shop and hotel discounts
• $500 referral bonus for referring new employees to The La Jolla Beach & Tennis Club

What we ask:

• Consistently provide professional attentive and genuinely friendly service
• Promote and follow LJBTC Incs Signature Service standards and requirements to ensure a lasting impression of exemplary service resulting in satisfied and loyal members and guests

Salary Exempt

Rate: Up to 75K annualized

A Conference Services Manager executes all aspects of the written sales agreement and corresponding arrangements between the hotel and customer during the meeting or event. Acts as liaison between the customer and the hotel by directing each department within the hotel as to their specific role in the on-site convention. Successful achievement of this goal will ultimately result in a major contribution to the re-booking of group business for future dates. Maximizes revenues through effective up-selling of products and services. Promotes services for future group business.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Provides direction and supervision to affected departments and team members during execution of meeting and/or event.
• Create and communicate event resumes and BEOs.
• Host weekly Resume and BEO meetings to communicate event details including: BEOs pre-cons etc.
• Recommend and implement procedural changes and performs as team leader for all hotel department staff participating in the event delivery process.
• Directly serves on site group and catering customers in a proactive manner relative to logistics of group room block food and beverage public meeting space/exhibit hall ancillary and vendor services affiliates/exhibitors and related billing processes
• Work with clients in order to obtain all final booking details i.e. food & beverage room set-ups audio visual requirements complete rooming list and guest agenda during booking dates.
• Participate in negotiating meetings/functions rooms rates and all related requirements.
• Plan upsell and detail the program with the client including verification and modification of space requirements times equipment menus dcor.
• Ensure maximization of room and meeting space revenues and profits while delivering a quality guest experience.
• Monitor client satisfaction scores in staff helpfulness food quality and overall event while leading by influence to exceed brand benchmarks.
• Due to the cyclical nature of this role team members may be required to work varying schedules to reflect the business needs of the hotel and to accommodate clients needs before and after events.
• Arrange and conduct a pre-convention meeting with all departments of the hotel inviting the client if necessary to discuss all of the groups arrangements and special requests as applicable.
• Analyzes customers service and product needs and financial issues of in-house groups; recommends and acts upon appropriate resolution of customers concerns while maintaining profitability
• Use computer systems (Word Excel etc.. to prepare reports correspondence and analysis relative to group activity
• Participates in internal and external training and industry events.
• Maintain account files once booking is confirmed by client with definite contracts and other pertinent information. Establish rapport with client as soon as definite account file is transferred from the Senior Account Executive to the CS Manager.
• Trace and follow up on contracts for deposits rooming lists convention detail and any other special instructions.
• Responsible for effectively communicating all hotel policies procedures and charges in regard to services being provided to the client.
• Prepare a post-convention report that includes the final room pick up any pertinent information regarding sleeping rooms total food and beverage revenues and notes to be used for future reference if and when the group would like to rebook.
• Any other duties or responsibilities that may be assigned by the Director of Catering and Conference Services or the Director of Sales and Marketing

QUALIFICATION REQUIREMENTS

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelors degree (BA) from fouryear college or university and one to two years of related Hotel Catering & Sales experience and/or training.

LANGUAGE SKILLS

Ability to read analyze and interpret general business periodicals professional journals technical procedures or governmental regulations. Ability to write reports business correspondence and procedure manuals. Ability to effectively present information and respond to questions in English from members managers clients customers and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts state city and federal taxes and percentages. Ability to apply concepts of basic mathematics.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written oral diagram or schedule form.

OTHER SKILLS and ABILITIES

Ability to work in an efficient and professional manner with limited supervision. Ability to use a networked PC effectively with a working knowledge of PowerPoint Windows Microsoft Word Microsoft Access and Excel.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to talk; hear; stand; walk; sit; and use hands to finger handle or feel objects tools or controls. The employee is occasionally required to stoop kneel crouch or crawl.

The employee constantly lifts and/or move up to 10 pounds. Occasionally the employee may lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision color vision peripheral vision depth perception and the ability to adjust focus.

WORKING CONDITIONS

ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

INTERACTION

While performing the duties of this job the employee will interact with hotel guests and vendors and interact daily with employees from most departments within the company. The employee will also have occasional interaction with members of the companys board of directors as well as local regional and national media representatives. The employee must have the ability to communicate and work effectively with these and other designated internal and external customers.

SCHEDULING

This company operates seven days a week 24 hours a day. Shifts will generally be rotated unless you were hired for a specific shift as much as possible to be fair to everyone. At times it may be necessary to move you from your accustomed shift if business or task assignments demand. In addition it should be understood that business needs determine the number of hours that you work.

LJBTC INC. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

Required Experience:

Manager