Conference Coordinator - Higher Ed. jobs in Troy, NY

The Conference Services Manager is the main liaison between the sales/hotel operational departments and the client. As primary contact for clients, this role is responsible for the total coordination and servicing of the client’s program, including all on-site events, accommodations, meal functions and billing.

KEY RESPONSIBILTIES

The primary responsibilities for the Conference Services Manager include but are not limited to:

• Effectively up-sells throughout the pre-event and event phase. Areas of up-sell and cross-sell include: room rental, food & beverage, audio visual, and any other amenities.
• Manages group room blocks and meeting space of assigned groups.
• Communicates with client to ensure that the proper space is blocked – communicate any changes to Catering Managers to ensure “smart selling”
• Organizes and conducts pre- and post- event meetings for assigned groups when requested by the client or hotel.
• Obtains Direct Billing code from Accounting prior to cut-off date, to ensure proper billing is established. Collaborates with Sales Managers to identify any problems.
• Obtain rooming lists, monitor cut-off dates, billing procedures and room lists by the assigned due date and in accordance with the sales contract.
• Manages requests for additional rooms by coordinating with Sales, Reservations and Revenue Management to quote the prevailing rate. Educates clients on the value of the rooms above and beyond their block.
• Advises client of their contractual obligations as it relates to the performance of their program, while managing the potential attrition and food & beverage minimum commitments as outlined in the contract.
• Maintains all group files after the contract is signed and the group is turned definite by the Sales Manager. Upon receiving the file, reviews the program as noted on the Delphi recaps and checks to see that it is correctly noted in the system and corresponds with the signed contract. Discusses discrepancies with Sales Manager.
• Creates and distributes Banquet Event Orders no more than 30 days prior to function date. All banquet event orders must be signed by the client prior to the event. This will serve as the final confirmation.
• Obtains all necessary information to complete the group resume in a timely manner, distributes group resume a minimum of 10 days prior to arrival date of the group. Reviews all group resumes at weekly Resume meeting.
• Attends and participates in weekly Sales and Revenue meetings.
• Responsible for the catering of all client Food and Beverage proposals.
• Responsible for the organization and distribution of Banquet Event Orders (BEO).
• Assist in fielding all phone inquiries pertaining to Sales and Catering.
• Maintains accurate and neat files of each group’s final program food and beverage consumption, attrition, no shows and final pick-up for future reference and back up.
• Displays knowledge of meeting room configuration, dimensions, and capacities. Works with client to educate them on preferred room sets and creates floor plans to establish feasibility of the set.
• Advises loading dock of anticipated deliveries. Coordinates transfer of boxes to and from meeting rooms.

Education:

Bachelor’s degree, preferably specializing in Hospitality, Sales or equivalent experience is required.

Experience:

Must have at least two (2) or more years of strong Catering Sales/Conference experience, with previous experience in a luxury environment preferred, or other related/equivalent field may be considered.

CMP Certification preferred.

In addition to performance of key responsibilities and supportive functions, this position may be required to possess a combination of the following skills and experiences:

• Ability to analyze client needs, and negotiate pricing along with client requests.
• Strong organizational and analytical skills, along with demonstrated ability to multi-task and prioritize in a fast-paced work environment.
• Ability to work under time pressure.
• Demonstrated ability to work with maximum efficiency, accuracy and attention to detail.
• Must have experience in all Microsoft Office and industry relevant Sales systems.
• Ability to work effectively in Microsoft Excel to create spreadsheets regularly
• Demonstrated ability to work cohesively with a team.
• Ability to exercise sound logic and judgment in evaluating situations and utilizing appropriate resources.
• Must be self-directed, motivated and demonstrate exceptional customer service and interpersonal skills.
• Ability to communicate effectively in the English language, both verbally and in writing. A second language is desirable.