Conference Services Manager

Conference Services Manager

The Conference Services Manager (CSM) serves as the primary point of contact for an assigned portfolio of group clients, taking ownership of the client relationship and program planning from turnover through execution. The CSM partners closely with clients and hotel teams to translate contracted business into exceptional meetings and events, coordinating all aspects of each program while ensuring contractual commitments are met and opportunities to enhance the client experience and maximize revenue are realized.

Highly organized, proactive and solutions-oriented, the CSM leads communication across hotel departments, anticipates client and operational needs, and ensures program details are accurately documented and seamlessly executed. The role combines exceptional client service and detailed event planning with strong commercial acumen, including thoughtful upselling and identification of incremental revenue opportunities throughout the planning process.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as the primary planning and service contact for an assigned portfolio of meetings, conferences, group programs and special events from turnover through execution.
• Build strong client relationships through proactive communication, thoughtful recommendations, responsiveness and exceptional service throughout the planning and execution process.
• Coordinate all program details across hotel departments, including meeting and event space, food and beverage, guest rooms, audiovisual needs, transportation, and other program requirements.
• Translate client needs and contracted commitments into clear, accurate and timely Banquet Event Orders, Resumes, diagrams, and other program documentation necessary for successful execution.
• Lead communication between clients and hotel teams, proactively communicating changes, anticipating needs and identifying and resolving potential challenges throughout the planning process and while groups are in-house.
• Ensure contracted commitments are appropriately managed, including food and beverage minimums, guest room pickup, meeting room rental and other contractual requirements; identify and communicate potential attrition or other contractual concerns in a timely manner.
• Identify and pursue opportunities to enhance the client experience and grow program revenue through thoughtful upselling of food and beverage, event experiences, guest room offerings and ancillary services.
• Maintain accurate guest room blocks and monitor pickup, cutoff dates and rooming-list requirements in accordance with contractual terms. Coordinate changes to room blocks and other contractual elements with appropriate Sales & Marketing leadership.
• Coordinate outside vendors and third-party services as needed, ensuring arrangements are effectively communicated to appropriate hotel departments and comply with hotel policies and operational requirements.
• Conduct planning visits and site tours for confirmed clients and support Sales team members with prospective client site visits and program development as needed.
• Support Sales during the selling and turnover process by providing operational expertise, including program logistics, event concepts, menus, space utilization and outside-vendor considerations.
• Identify repeat and additional business opportunities with existing group clients and communicate opportunities to the appropriate Sales team member.
• Schedule and lead appropriate interdepartmental planning meetings, including BEO, Sales, and pre-conference meetings, to ensure hotel teams are aligned on client expectations and operational requirements.
• Review program billing and client invoices for accuracy, ensuring contracted services, program changes and additional goods and services are appropriately reflected.
• Maintain accurate and timely information in applicable sales, event management and hotel systems in accordance with departmental standards and procedures.
• Keep Sales & Marketing leadership promptly informed of significant client, contractual or operational issues requiring escalation or support.
• Maintain flexibility in scheduling to accommodate client and business needs, including varying hours as required by the cyclical nature of meetings, events and hotel operations.
• Complete special projects and other responsibilities as assigned in support of departmental and hotel objectives.

WHAT WE'RE LOOKING FOR

• Previous experience in meetings and events, conference services, catering or a related hospitality role; full-service hotel experience is strongly preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple programs, priorities and deadlines simultaneously.
• Excellent written and verbal communication skills and a genuine commitment to exceptional client service.
• A proactive, solutions-oriented approach and the ability to anticipate needs, solve problems and remain composed in a fast-paced environment.
• Strong interpersonal skills and the ability to collaborate effectively with clients, colleagues and operational teams.
• Commercial awareness and the confidence to identify and recommend opportunities that enhance both the client experience and program revenue.
• Experience with Delphi or other sales and event management systems is preferred, but not required.
• Flexibility to work varying hours based on client, event and business needs.

COMPENSATION & BENEFITS

The hourly pay range for this position is $30.00–$35.00, based on experience and qualifications. This position is also eligible to participate in the hotel's incentive program.

We offer a comprehensive benefits package to eligible employees, including:

• Paid time off
• Medical, dental and vision insurance
• 401(k)
• Employee and Friends & Family hotel room discounts through IHG
• Food and beverage discounts at Kimpton Armory and participating IHG hotels
• Daily employee family meal

Your career with Kimpton also opens the door to learning, development and growth opportunities within Kimpton and the broader IHG Hotels & Resorts portfolio.

ABOUT KIMPTON ARMORY HOTEL

Located in the heart of historic downtown Bozeman, Montana, Kimpton Armory Hotel is Bozeman's only Four Diamond property, offering a distinctive blend of elevated hospitality, locally inspired experiences and genuine Montana character. The hotel features 122 guest rooms, three unique dining experiences, a rooftop pool and lounge with sweeping mountain views, and dynamic meeting and event spaces designed for everything from intimate gatherings to large-scale programs. Our meetings and events team brings together personalized service, creative thinking and a highly collaborative approach to create experiences that feel anything but ordinary. As part of the Kimpton Armory team, you'll have the opportunity to work with a diverse mix of clients and programs while building your career with one of hospitality's most distinctive lifestyle brands — all in one of the country's most extraordinary mountain destinations.