Conference Services Manager

Overview:The Conference Services Manager is responsible for planning and managing client details and expectations for group events to include meetings banquets exhibits recreation and other events associated with group bookings at Kingsmill Resort. This position works directly with Corporate and Association accounts and Kingsmills sales and operations departments to ensure programs are planned and executed accordingly. Position reports to the Director of Event Management.

Responsibilities:

• Ensure that events booked by Corporate and Association accounts are planned scheduled and executed according to client expectations of Kingsmill Resort to include guest rooms golf spa banquets and destination services
• Act as the liaison between group and Kingsmill Resort departments ensuring information is conveyed according to the expectations of the group to operating departments
• Ensures timely and accurate completion of Banquet Event Orders (BEOs) resumes welcome packets and other related documents for both client approval and to internal staff for scheduling
• Provide timely introduction and ongoing correspondence with client upon file turnover
• Manage room blocks reservation cut off dates rooming lists VIP amenities and arrangements
• Ensure all contractual agreements are upheld and monitored throughout the planning and onsite process
• Manage the distribution of written material to customer and internal staff including cost estimates proposals resumes meeting planner kits etc.
• Assist Sales Team with proposals and site visits from prospective clients as needed
• Upsell programs to generate additional revenue include menus amenities destination services recreational and tour activities AV theme parties transportation spa etc.
• Maintains high level of knowledge of Kingsmills features and benefits as compared with competitors
• Maintains awareness and knowledge of hotel industry trends as well as food & wine trends
• Attend events and programs to ensure customer expectations are fulfilled on the day of the event.
• Arrange off site events acquire tickets for local attractions
• Process post event paperwork such as booking recaps rooms assessments final banquet event orders
• Conduct post event follow up to review results proper billing/payments and future re-bookings
• Assist in the planning of social and wedding events as required
• Facilitate detailed plans for corporate meetings social outings and events.
• Perform duties related to managing guest room blocks
• Perform other duties as assigned.

Qualifications:

• Must possess interpersonal skills to successfully interact with clients meeting planners and social guests
• Must have excellent oral and written communication skills
• Must have strong organizational skills and the ability to plan multiple groups and perform multiple tasks
• Must have professional appearance
• Working knowledge of Microsoft Office with Delphi experience preferred
• Must be knowledgeable of audio visual room block management banquet service culinary and event logistics
• Must demonstrate creative problem solving with the ability to make decisions
• Ability to lift push pull carry 25 lbs. stand walk stoop kneel crouch reach bend at waist and perform repetitive foot and hand action for 8 hours

• Ability to work days nights weekends holidays