Conference Services Manager

Job Description

Job Description

ABOUT OUR ROLE

We are seeking a dynamic and guest-focused Conference Services Manager. The Conference Service Manager is responsible for ensuring banquet events for in-house groups are executed at high standards of quality and efficiency and in compliance with property policies. This position serves as the primary liaison between the client and hotel operations team for all event details, while maintaining optimum guest satisfaction, ensuring accurate group billing, auditing banquet charges, and meeting or exceeding overall profitability objectives

ABOUT OUR VALUES

We believe in guiding the adventure, saying yes to possibilities, and working together as one team. With excellence at our core and a touch of magic in every detail, we create experiences that are authentic, elevated, and unforgettable.

ESSENTIAL

FUNCTIONS

• Coordinates all aspects and details of events with the event planner, including menu planning, service details, pricing, billing, and payment.
• Prepares BEOs, Resumes, and leads internal meetings to review group and event details.
• Conducts all pre-conference and post-conference meetings for groups.
• Updates Delphi with budget details and completes the Banquets/Catering Forecast.
• Follows up on all event details with the necessary resource providers, including but not limited to Banquet Manager, Executive Chef, Audio-Visual Technicians, Equipment Rentals, and other operational departments.
• Communicates with the event planner effectively and on a timely basis.
• Maintains guest history logs of needs and preferences of event requestors and specific groups.
• Utilizes effective cost control processes when suggesting products and services.
• Works with the Executive Chef to provide seasonal offerings and special menus when appropriate.
• Maintains a strong working knowledge of internal resources and operational capabilities.
• Maintains a resource log of approved outside providers of event services and sustains effective working relationships with these vendors.
• Supervises the accurate recording and compiling of information, correctly retaining records, files, and logs in accordance with established procedures.
• Makes recommendations to the appropriate Sales Manager for follow-up after the group departs to support future bookings.
• Processes amenity requests.
• Ensures orderly and accurate catering files and proper system maintenance of such files.
• Audits all banquet checks and posted event charges for accuracy, completeness, and proper backup documentation prior to final billing.
• Ensures the accurate billing of all group events, including verification of banquet charges, concessions, deposits, master account instructions, and final group invoicing.
• Works closely with operational and accounting teams to ensure all banquet and catering revenue is posted correctly and reconciled in a timely manner.
• Performs other related duties as requested by the Director of Sales.
• Recommends profit improvements to the Director of Sales.
• Practices safety standards and reports any unsafe conditions to the Director of Sales.
• Remains alert, courteous, and helpful to guests at all times.
• Interface positively with other departments, offering assistance when needed.
• Stay current with Delphi trace list and account data.

QUALIFICATIONS

• Bachelor’s degree in Hospitality Management, Business Administration, Event Management, or a related field preferred.
• 3–5 years of experience in conference services, catering, event management, or hotel operations, preferably in a resort or full-service hotel environment.
• Prior experience coordinating large-scale meetings, conferences, weddings, or group events.
• Supervisory or leadership experience preferred.

PHYSICAL

REQUIREMENTS

• Ability to stand and walk for extended periods during events.
• Ability to lift and move items up to 25–50 pounds such as tables, chairs, and banquet equipment.
• Ability to bend, reach, and carry items as needed for event setup and breakdown.
• Ability to work in a fast-paced environment and respond quickly during service.

SCHEDULE

Hospitality demands a flexible schedule that may require extended hours as the business requires coverage including seasonality– on any day at any hour, including evenings, weekends, and holidays.

PAY RATE

JOB STATUS

Regular, Full Time

FLSA

Exempt

EQUAL EMPLOYMENT OPPORTUNITY

Trailborn is an Equal Opportunity Employer. We celebrate diversity and are committed to fostering an inclusive and supportive workplace for all employees. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other protected status under applicable federal, state, or local laws.

If you require assistance or an accommodation due to a disability, please inform us during your application process.

The specific statements shown in each section of this Job Description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time without prior notice. The Company will try to give as much notice as practical when changes are made.