Conference Services Manager

For seekers of the timeless and worldly, the provocatively spirited, the cultured, and the hidden gem traveler, Mayfair House Hotel & Garden, A MICHELIN Key Hotel, offers an iconic experience set against a sexy & seductive backdrop, designed to evoke a cultured escape through guest programing and effortless service. Mayfair House Hotel & Garden is a place where everything is refreshingly current yet timeless. It is rooted in its artist narrative and anchored by its signature eccentric design. Join this industry changing and forward-thinking team as the Conference Services Manager to create high touch, unpretentious, personable, accommodating, effortless and discreet service, ultimate with the highest level of diligence in making the Mayfair House service come to life.

This role will have a high knowledge of Hotel Food and Beverage Operations, effective management, leadership, organizational and communication skills, actively prospects and solicits new contracts and business opportunities for meetings while consistently participating in the re-booking of repeat business by having a track record of long-term client relationships, team player attitude and guest relations skills.

Responsibilities:

• Prepare resumes for groups ten days prior to group arrival and review all details in weekly Staff Meeting.
• Adhere to the Catering and Conference Services Department's standard operating procedures.
• Help establish and maintain hotel's marketplace position within social and corporate communities.
• Follow the specific standard operation procedures for all staff in order to promptly and thoroughly handle all steps in the event planning process adhering to the standards of hotel protocol.
• Ensure all site inspections and client visits to the hotel are successful by planning carefully and communicating accurate details in advance to all departments.
• Proactively achieve consistently high scores through establishing a good rapport with the client, preparation work having been done accurately and being visible during the conference to ensure the client's expectations have been met.
• Generate high revenue yielding business for all contracted rooms, function space, and catered events.
• Conduct pre- and post-conference meetings when it is agreeable with the client.
• Ensure all current and future client accounts are serviced in accordance with the hotel's standards.
• Communicate with banquet managers for all related banquet functions, and communicate client requests to relevant departments.
• Ensure banquet event orders are accurate and provide all relevant information to departments concerned 15 days prior to event start time.
• Adhere to selling policies as set forth by the VP of Sales and Marketing.
• Remain available to the hotel managers while on property.
• Be aware of departmental revenue and up sell at every possible opportunity.
• Participate in all regular and operational meetings as required.

Coordinate all aspects of convention services as assigned to include but not limited to: file turnover from group seller, to food and beverage requirements, timing of events, audio-visual requirements, special attention to guests, room type allocation, rooming list, cut-off dates, group pick up meetings, amenities, function room set up, group transportation, special meal requests, arrival/departure manifests, bag pulls, luggage storage, complimentary rooms, billing instructions, authorized signatures, room deliveries, telephone and internet requirements, box storage and delivery, power requirements, key requirements, expected food and beverage outlet usage, handling of group minimums, providing group meal estimates, follow up of attrition, group hospitality/office/registration desk requirements, business center requirements, entertainment, leisure activities, decor (to include floral) requirements, etc.

Job Requirements:

• Flexible work hours to include weekend and holidays in order to meet the demands of a 24-hour operation
• Excellent communication skills in all aspects: verbal, written and non-verbal
• College Degree preferred
• Must have a minimum of 3-5 year's experience in catering sales, or conference services, preferably in a convention Resort/Hotel
• Appropriate, professional appearance and presentation
• Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems

Qualifications:

• Computer skills required: Microsoft Office - Word, Excel, Powerpoint, Outlook, Delphi.fdc, Opera
• Thorough knowledge of Hotel Food & Beverage operations. General knowledge of all hotel departments.
• Refined verbal and written communication skills
• Effective management, leadership, and organizational skills
• Excels in a fast-paced work environment
• Able to work a flexible schedule including weekends and holidays
• An understanding of monthly forecasting process
• Participate in the re-booking of repeat business by having a track record of long-term client relationships
• Conducts planning meetings, site inspections, Pre-Convention meetings
• Ability to generate creative and innovative menus
• Work closely with banquet department on event execution; ability to quickly evaluate alternatives and decide on a plan of action
• Detailed execution of all banquet event orders and group resumes
• Sets a positive example for guest relations
• Responds to and handles guest problems and complaints