Conference Services Manager

Job Title: Conference Services Manager

Department: F&B

Reports To: Director Sales

Class: Full-Time Exempt

Salary: $80000 - $85000 plus sales incentive

Location: Gurneys Resorts & Seawater Spa Montauk NY

About Us:
Gurneys Inn Resorts & Seawater Spa is a premier luxury destination offering unparalleled oceanfront experiences in Montauk. Our mission is to create a unique effortlessly elegant experience for our guests.

Job Summary:
The Conference Services Manager is responsible for coordinating and managing all aspects of internal and external events from initial inquiry through event execution. This role involves creating and servicing Banquet Event Orders (BEOs) consulting on menus managing client and vendor relationships and overseeing logistics and payments. The ideal candidate will have strong organizational skills excellent communication abilities and a passion for delivering exceptional service.

Key Responsibilities:

• Create and service Banquet Event Orders (BEOs) for internal and external events ensuring all details are accurately captured and executed.
• Conduct personalized on-site tours for prospective clients showcasing event spaces and catering capabilities while delivering a high-touch service-driven experience.
• Collaborate with clients on menu consulting and creation tailoring offerings to meet their specific needs and preferences.
• Ensure all external events are executed in accordance with contract terms and manage internal bookings as required.
• Act as the main point of contact for clients event planners and vendors building and maintaining strong relationships.
• Coordinate and manage all aspects of client and vendor relations including communications and logistical planning.
• Create invoices and collect payments manage budgets to ensure food and beverage minimums are met.
• Coordinate the scheduling and execution of Wedding Food Tastings 3 months prior to wedding date.
• Collect post and update invoices and receipts accurately and in a timely manner.
• Coordinate logistics and communication for both internal and external events including BEO distribution and internal team coordination.
• Work closely with the setup team ensuring seamless load-ins event setups and overall execution.
• Oversee event logistics on the day of ensuring all elements are in place and addressing any issues promptly and being onsite for the duration of the event.
• Perform other reasonable duties as required by management.

Qualifications:

• Bachelors degree in hospitality management Event Planning or a related field is preferred.

• 3 years of experience in catering sales event planning or hospitality with a focus on luxury events.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and relationship-building abilities.
• Proficiency in event management software invoicing systems and property management systems.
• Ability to work flexible hours including evenings weekends and holidays.
• Financial acumen with experience in budget management and cost control.
• Strong problem-solving skills and ability to remain calm under pressure.

Physical Requirements:

• Ability to stand walk and move around event spaces for extended periods.
• Occasionally lift and carry items up to 20-30 pounds such as event materials or equipment.
• Frequent bending reaching and twisting to manage event setups and logistics.
• Manual dexterity to handle event equipment invoices and software systems.
• Good vision to oversee event setups and review documents; good hearing to communicate effectively with clients vendors and team members.
• Ability to speak clearly and effectively to convey information to guests team members and other departments.

Benefits:

• Excellent Medical Dental & Vision insurance and additional coverage
• 401K with match
• Paid Vacation & PTO
• Employee discounts on dining spa merchandise and stays