Conference Services Manager Job Description
Conference services manager
provides support to Conference Management leadership in regards to staffing, budgeting, forecasting, strategic planning and expense control.
Conference Services Manager Duties & Responsibilities
To write an effective conference services manager job description, begin by listing detailed duties, responsibilities and expectations. We have included conference services manager job description templates that you can modify and use.
Sample responsibilities for this position include:
Serve as administrative liaison with customers, clients, or similar department constituency
Attends, and often leads, weekly Banquet Event Order and resume meetings
Participate in regular monthly meetings with the department to address current initiatives, projects and long term goals
Carry out various special assignments such as preparation of floor plans, responding to state inquiries, fulfilling licensing requirements, preparing special reports
Confer regularly with immediate supervisor, food and beverage staff, maintenance staff, and other company personnel departments to plan, coordinate and evaluate services, activities/events, exchange information, resolve problems
As needed, assist the client in menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room set-up, group room blocks and VIP services
Work with sales staff to service and solicit new business
Prepare and distribute amenity request forms for specified clients
Conduct surveys, both formal and informal, to ensure adequate feedback on service offerings and quality of performance
Consult with meeting planning team recommending venues that support the meeting objectives and budget parameters
Conference Services Manager Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Conference Services Manager
List any licenses or certifications required by the position: CPCE, CMP, CTS, AVIXA
Education for Conference Services Manager
Typically a job would require a certain level of education.
Employers hiring for the conference services manager job most commonly would prefer for their future employee to have a relevant degree such as Collage and University Degree in Education, Hospitality, Business, Hospitality Management, Marketing, Management, Restaurant Management, Business/Administration, Hotel and Restaurant Management, Event Management
Skills for Conference Services Manager
Desired skills for conference services manager include:
Revenue management
Hotel and competitive market
Conference technology and audio visual needs
Computer accounting programs
Math skills budgetary analysis capabilities
Excel
Outlook
Microsoft Office
Guest relations and service standards
Forecasting and budgeting process
Desired experience for conference services manager includes:
Must possess the ability to know how to upsell and be creative with selling that works with and for the hotel
Ability to interact with others in an honest, fair and respectful way
Skilled at clearly conveying information and ideas through a variety of media
Ability to develop and sustain productive customer relationships
Must be able to stand, sit, crouch or stoop for up to 8 hours
Ability to deal effectively with a wide variety of company personnel clients and outside organizations, firms and agencies
Conference Services Manager Examples
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Conference Services Manager Job Description
Job Description Example
Our company is growing rapidly and is looking for a conference services manager. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for conference services manager
- Review responses ensuring client requirements are met
- Prepare site analysis reports in accordance with standards and established client SLA’s
- Develop preliminary cost projections for viable sites/venues
- Provide and review site analysis, cost projections and recommendations with meeting planners
- Update response status in e-RFP tool blocking/releasing space as needed
- Coordinate site inspections (as necessary) for meeting planners and business partner providing appropriate documentation prior to visit
- Negotiate and execute vendor agreements obtaining best possible pricing and concessions utilizing existing Master Service Agreements (when available) and engaging legal advice as required
- Track and report negotiated savings
- Identify, record and report lost savings opportunities
- Monitor and maintain cancellation penalties for rebooking opportunities seeking to utilize available credits
Qualifications for conference services manager
- Responsible for supervising team members, schedules, assignments and annual reviews
- Manages assigned meetings and events with introductory call, follow up with clients, coordination of details, and completion of accurate event orders on a timely basis
- Communicates all changes on banquet event orders to other departments
- Personally greets all catering and conference event contacts upon arrival to finalize arrangements and to orient the client to the facility and staff
- Assists Catering and Conference guests with set up of meeting rooms or event space, audio visual equipment and any other pertinent services
- Is available to guests to answer questions and accommodate special requests, as appropriate
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Conference Services Manager Job Description
Job Description Example
Our company is hiring for a conference services manager. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for conference services manager
- Perform routine administrative duties such as typing proposals, letters, contracts, , completing reports
- Ensuring billing is correct before sent to client
- Develop potential business leads actively pursue new business through cold calls and/or visits to local business and sales contacts
- Evaluates client needs, conduct research and makes recommendations in order to assist clients in establishing requirements for banquet and convention space needs
- Coordinates meeting or function space design with the Banquet Manager and Special Events
- Produce menu and event proposals based on the specific needs of the clients in order to ensure the profitability of each event
- Rent and coordinate with outside vendors to ensure proper planning and execution of events (audio visual equipment, flowers, dance floors, tables, chairs)
- Answers banquet/catering phone, schedules appointments for clients to inspect function site, receives confirmed contracts/deposits, prepare Banquet Event Order forms and maintain client/event files
- Coordinates daily and weekly catering meetings
- Oversees preparation of weekly Banquet Event Calendars and ensure the accuracy of such
Qualifications for conference services manager
- Prepares and submits for approval any purchase orders and invoices to be paid
- Posts necessary charges for day guests, phone lines, and miscellaneous charges
- Conducts tours of the property to client and outside vendors
- Performs all other duties assigned by Management
- Regular exposure to stress
- Must be able to exert fast-paced ability to reach other departments of the hotel on a timely basis
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Conference Services Manager Job Description
Job Description Example
Our company is looking for a conference services manager. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for conference services manager
- Complete all Conference Services Billing and Reporting
- Conduct weekly Event Meetings with Building Management Staff
- Manage room execution with Custodial Event Staff
- Coordinate Special Event Floral and Linen Arrangements
- Monitor and Manage Linen Supply
- Assist with Harborview Dining Room Logistics and Provide Occasional Oversight
- Coordinate event/functions (food – event environment)
- A/V knowledge/responsibility
- Acting as a liaison between Meeting Professionals/Catering Customers and all operating departments to ensure a high standard of organization and guest service throughout all convention and banquet meeting areas
- This position provides a visible and accessible floor presence in order to anticipate, understand and act upon all client needs
Qualifications for conference services manager
- At least 4 years of progressive experience in a resort, hotel, conference center or a related field
- 5-7 years professional work experience with a minimum of 4 years in a meeting procurement and/or vendor management function
- Superior oral and written communication and interpersonal skills for interaction with team members, vendors and senior management
- Professional designation (CMP) a plus
- Computer, telephone, other office equipment
- Proven bookkeeping and accounting skills
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Conference Services Manager Job Description
Job Description Example
Our innovative and growing company is looking for a conference services manager. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for conference services manager
- Manage entire program from contract turn-over from Convention Sales team finalizing all program details, guest room block, expected attendance, final filling and any other relevant details
- Produce proposals and contract agreements for any new stand-alone catering events or business meetings or in-conjunction business that may materialize after the original contract
- Interfaces with power users and corporate clients to ensure satisfactory services are being provided
- Responsible for coordination of required training including industry specific, safety
- Act as liaison with all regional operations areas
- Monitors operating unit activities to ensure compliance with CBPS
- Liaison with all CBPS staff functions on activities relating to own operating units
- Maintains working relationship with representative including identifying needs analysis, handling criticism & informing of progress
- Attend high level meetings with C-Level Executives
- Assists in presentation as needed
Qualifications for conference services manager
- Assists Director with monthly department forecasts, annual budgets, expenses
- Manages, creates and assigns groups and leads to other department team members
- Ensures billing is correct before sent to client
- Completes follow up correspondence to clients and vendors as needed
- Skill to communicate information clearly and effectively in person, in writing, and on the phone with a variety of people including staff, faculty, students, parents and vendors
- A Bachelor’s Degree in Hotel Restaurant Management and/or equivalent work experience
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Conference Services Manager Job Description
Job Description Example
Our company is growing rapidly and is looking for a conference services manager. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for conference services manager
- Driver within individual team for innovation & process improvement
- Coordinate, initiate, prepare, process and/or monitor various financial, administrative, and operations forms, records, reports, schedules, and other documents
- Responsible for, but not limited to, servicing Group business and events
- Maintain relationships with past clients for future business opportunities
- Oversee timely execution of client/group details
- Prepare group details and event BEOs
- Perform other duties as requested by the Executive Director of Hotel Sales
- Directs daily operation of two or more core services at a site to ensure employees have appropriate equipment and resources to perform their jobs and meet goals and deadlines
- Establishes a safe work environment for employees by providing safety-related training and equipment maintenance and by ensuring compliance with Sodexho safety and loss prevention programs and with standards and procedures for the handling and storage of hazardous materials and/or waste and complies with all government regulations
- Promotes and supports workplace diversity and inclusion initiatives
Qualifications for conference services manager
- 1 year management experience in Hotel Conference planning
- Manages and overseas the entire ownership account, The Aspen Institute
- Overseas the entire Catering and Conference Services Department when the Director is absent
- Certified Meeting Planner (CMP) designation preferred
- Knowledge of computer software to include
- Will consider entry level conference services manager up to senior level conference services manager based on experience