Conference Services Manager (OEM)

Job Description

Job Description

Description:

About the Property & Employer

The Blackstone, Autograph Collection is proudly owned and operated by Vinayaka Hospitality (VH) . As the managing company, VH serves as the employer and is responsible for all employment-related decisions, including hiring, compensation, benefits, and workplace policies.

Vinayaka Hospitality was founded in 2008 on a foundation of innovation, intelligence, and compassion. With a passion for hospitality and a practical, results-driven approach to hotel management, VH collaborates with leading global brands—including Hilton, Marriott, Hyatt, and Wyndham—to successfully manage a growing portfolio of properties across diverse markets.

We are proud to welcome The Blackstone Hotel to our portfolio as part of our continued expansion. Located on Michigan Avenue in downtown Chicago, The Blackstone is one of the city’s most iconic historic hotels. Originally opened in 1910, it has long been recognized as a landmark in Chicago hospitality, known for hosting presidents, dignitaries, and distinguished guests from around the world. Today, it offers a unique blend of timeless character and modern sophistication.

At VH, we are committed to growth—both for our properties and our people. We take a proactive and agile approach to sales, marketing, and revenue strategy, allowing us to adapt quickly to changing market conditions. Equally important, we invest in our associates by creating an environment where individuals can grow, succeed, and make a meaningful impact.

We are an equal opportunity employer committed to fostering a diverse and inclusive workplace. If your experience doesn’t align perfectly with every qualification, we still encourage you to apply—you may be a great fit for this or future opportunities within VH.

Benefits

Eligible team members may have access to a comprehensive benefits package, which may include:

· Medical, dental, and vision insurance

· Paid time off (vacation, sick time, holidays)

· Six paid company holidays and one floating holiday

· 401(k) with company match (up to 4%)

· Life and disability insurance

· Employee assistance programs

· Employee discounts (hotel and travel discounts)

· Benefits rate $43.56 (used to pay vacation, sick, holiday hours)

Eligibility for benefits may vary based on position, employment status, and tenure.

POSITION FOCUS

Plan, organize and manage the in house details for large group and convention booking (e.g. Guest rooms, menus, set-up, etc.) Participate in negotiating meetings/functions, rooms, rates and all related requirements. Ensure maximization of room and meeting space, revenues, and profits while delivering a quality product. Focus on execution of all aspects of event planning including coordination from the signing of a group contract forward, VIP needs, amenities, group resumes, and rooming lists.

ESSENTIAL RESPONSIBILITIES

· Responsible for the management and planning of meetings/conventions and related activities.

· Attends Banquet Event Order (BEO) and staff meetings and perform as a team leader for all hotel department staff participating in the event delivery process.

· Achieve a minimum of 90% of productivity goals and 100% of activity goals, as established by management.

· Coordination of all group business as developed by the sales manager. Contact and appropriately follow-up on all signed/contracted business within 5 working days. Determination and coordination of all event planning needs.

· Maintain well documented, accurate, organized and up to date file management in order to serve client and the employer in the most expedient, organized and knowledgeable manner.

· Develop customer profiles and maintains an effective trace system including trace dates and references resulting in superior account service and increased revenues.

· Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.

· Follow up on all client needs and inquiries in an efficient and expedient manner.

· Focuses on revenue-generating activity and maximizes selling time through retaining accounts/clients, maximizing account yield opportunities and sales effectiveness.

· Detail, up-sell and detail the program with the client including; verification and modification of space requirements, audio-visual, times, equipment, menus, themes/decorations, etc. Prepare the appropriate resumes and paperwork to ensure quality service.

· Manage function details and related activities to ensure that program requirements are satisfied. Anticipate and handle customer complaints and/or problems to ensure quality product delivery, customer satisfaction and repeat business.

· Oversees all billing details for hotel groups to include processing of deposits, direct bill applications, credit card authorizations and coordination with accounting.

· Improve hotel convention services' products through; (a) participate in the development of new sales tools and systems, (b) participate in the analysis of the strengths and weakness of our competitions product, and (c) analysis, understanding, and satisfaction of our customers’ needs.

· Monitor and control individual client event budgets and details to maximize revenues and minimize expenses while ensuring delivery of a quality product.

· Attend and lead pre conference meetings as needed. Coordinate the pre-con between the client and hotel staff and review the details of the BEO with all parties.

· Close out all groups to include pickup in sales system (Delphi) and commission owed, including processing with accounting.

OTHER RESPONSIBILITIES

· All other duties as assigned, requested or deemed necessary by management.

Experience

One to two full years of employment in a related position with this company or other organization(s).

Knowledge/Skills

· Requires a working knowledge of banquet/catering food and beverage services, policies or operations.

· Requires knowledge of computer equipment.

· Requires compiling facts and figures in accordance with established procedures.

· Supervisory skills needed.

· Communication skills required to provide information and associated services to hotel management and guests.

· Excellent hearing necessary for verbal interaction with guests and associates.

· Excellent vision necessary to view set-ups.

· Excellent speech communication skills required for verbal interaction with guests and associates.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Lifting, pushing, pulling and carrying tables, chairs, boxes (50 lb. maximum) occasionally.

· Bending/kneeling required for taping down cords, skirting tables, picking up floor after function occasionally.

· Mobility - ability to service clients on a moment notice, variable distances.

· Continuous standing required for function observation, client site inspections (one hour minimum to four hours maximum). Climbing stairs of approximately 55 steps 3-5% of 10 hours daily.

Environment

Inside 95% of 10 hour day. Outside 5% of 10 hour day. Temperatures - extreme summer heat of 95 degrees and above, and winter cold.

This position description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the associated with the position. May perform other duties as assigned.