Conference Planning Manager

We are looking for a highly motivated, creative, customer focused leader to join our team as Conference Planning Manager. To be successful in this role, this individual must be self-motivated, demonstrate a thorough knowledge of event execution, food and beverage and space optimization to drive conference revenue.. The Conference Planning Manager will work closely with the conference services team with a hands-on approach providing exceptional support and customer service to hotel and conference center guests and meeting planners.

BASIC FUNCTION: Plans, coordinates and ensures execution of all corporate group related events.  The Planning Manager will act as the primary liaison between the client and the staff of the property while focusing on the client’s expectations. They are role models and hold employees accountable to following our Mission, Core Values, First Priorities, Policies and Procedures.

WORK SCHEDULE:  Schedule varies based on client needs and business demands.

QUALIFICATIONS: High School Diploma or equivalent; minimum 2 years experience in hotel, convention/conference center, preferably in conference services department.  Knowledge of meeting room set-up styles, and audio-visual; computer knowledge of Microsoft Office and Delphi; excellent verbal and written communication skills; excellent organization skills.

ESSENTIAL FUNCTIONS:

• Plans and ensures execution of group events to include but not limited to dates/timing of arrival and departure, room set-ups, diagrams, audio visual/production needs, rooming lists, billing, special needs, special events, on/off-site entertainment, transportation.
• Knowledgeable with the property’s accommodations, meeting facilities and support services available at and through the property to best promote the effective utilization of the property.
• Promote the use of the property’s ancillary services (i.e. banquets, cocktail receptions and theme parties) in fulfilling the general, unique or special meeting objectives of the clients and generally promoting the property as the facility best suited to meet their meeting needs and requirements
• Promote the property in arranging and conducting site visits by key personnel of assigned accounts for the purpose of planning, organization and coordinating of all meeting needs and requirements.
• Follow proper channels when seeking authorization for special rates, concessions, discounts, etc.,
• Ensures group billing is accurate.
• Review distribution of in-house reports to ensure consistency and completeness of information.
• Attends weekly designated meetings.
• Communicates effectively verbally and in writing with clients in a timely manner.
• Communicates effectively verbally and in writing all details of events to appropriate personnel in a timely manner.
• Enhances group events and department profitability by using up-selling techniques.
• Communicates frequently with group contact and attendees to ensure expectations are met or exceeded.
• Coordinates vendors, obtains quotes, client contracts etc.
• Takes a proactive approach toward client satisfaction.
• Responds to all client evaluations rated fair or poor.
• Performs some administrative tasks to include distribution of event orders, reports, posting charges, etc.
• Follow grooming standards maintaining a professional image in dress and mannerisms.

MARGINAL FUNCTIONS:  Perform other job functions as necessary to ensure property and company goals and guest expectations are exceeded.

ENVIRONMENT:   Please refer to the Position Analysis/Specifications for details.

Pyramid Global Hospitality