Group Services Manager

Position:

Conference Services Manager (Group Services Manager)

Department:

Sales & Marketing

Reports to:

Director of Event and Group Sales

Summary:

Coordinates all requirements for various groups booked by the Sales and Event Sales (as necessary) Departments. Responsible for enforcing the terms of sales letter of agreement and guiding meeting planners through the planning process. Communicates the needs and expectations of the client with all departments in the hotel. Ensures successful execution of group and client satisfaction.

Professional qualifications:

Excellent reading, writing, and oral proficiency in the English language

Good organization skills

Attention to detail

Ability to multitask

High level of creativity

Ability to work long and irregular hours, weekends, and evenings

Able to negotiate, organize, delegate, and work under pressure.

Basic knowledge of audio-visual equipment and Internet technology.

Education:

Bachelor’s Degree/CMP Certification preferred

Experience:

2 to 3 years’ experience directly related to hotel conference services

Essential Functions Key Activities

• Negotiate with clients through the use of creative and attractive menu presentations and event proposals, to achieve both maximum revenue/profit potential and fulfilment and contractual responsibilities while satisfying client needs.
• Coordinate with the Sales/Event Sales Managers to ensure proper utilization of function space to yield maximum revenues.
• Finalize the requirements of confirmed bookings while maximizing revenue potential through up selling and ensuring effective communication both written (Resumes, BEO, Daily Reports) and personal contact with all departments for the success of the event. Maintain an active trace/follow-up system. Ensure accuracy of Banquet Checks and provide bill review on completion of program or event.
• Supervise the execution of banquet events in conjunction with Event Team. Review all function space with banquet manager. Ensure satisfaction of client at the outset of all events.
• Plan and/or attend and/or participate in meetings with hotel staff and clients, including but not exclusive to: Morning Operations Briefing, Resume Meeting, Banquet Event Order Meeting, Sales Meeting, Pre-Convention Meetings, Bi-Monthly Board of Operations, Planning Visits, and Menu Tastings.
• Comply with Four Seasons standards for conference services, while working harmoniously and professionally with co-workers and Planning Committee.
• Make timely and impromptu decisions which balance client’s needs with the financial, safety, and staffing goals of the hotel.
• Find solutions to the inevitable challenges and glitches that arise while groups are on property and keep Director of Event and Group Sales as well as Planning Committee promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken where appropriate
• Maintain knowledge of hotel facilities, capabilities, and dimensions of meeting space and basic operational needs of all operating departments.
• Comply with Four Seasons Category One and Two Work Rules and Standards of Conduct as set forth in EmPact.

Non-Essential Functions Key Activities

• Assist with all guest inquiries within the Sales and Event Sales Department, including assistance with high telephone volume and walk-in site inspections.
• Assit Front Office as required, particularly during large group movements.
• Mentor and develop Administrative staff for future career growth.
• Act as the liaison for all vendor.suppolier related client needs (i.e.: Audio Visual, Florists, Entertainment, Transportation, DMC, Off-Site Locations, etc.).
• Provide input for the weekly forecast.

Environment – Physical Job Requirements (for essential functions only)

• Lifting/Pushing/Pulling/Carrying Required, Occasional – Occasional lifting of 10-20 pounds
• Bending/Kneeling Required, Occasional – Occasional bending and kneeling during events
• Mobility, No Stationary Position
• Continuous Standing, No Continuous Standing – Sitting over half the day. Standing and walking up to 4-5 hours per day performing normal tours of property and overseeing functions
• Climbing, stairs: up to approx. 25 steps, 5% of the time
• Driving, Minimal – Occasional need to attend off-site events
• Work environment: 90% of the day inside, 10% of the day outside

Environment – Physical Job Requirements (for essential Functions only

• Hearing, Critical – Phone and in-person communication guests and co-workers
• Vision, Critical – In-person communication with event planners and guests; and heavy computer use
• Speech, Critical – Phone and in-person communication with event planners and guests
• Literacy, Critical – Heavy dependency on reading skills, along with communication with guests and suppliers
• Chemical/Agents, None Required
• Protective Clothing, None Required
• Equipment Operation, None Required
• Other Considerations, None Required

Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the 'EEOC is The Law' Information poster please visit this website - http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf