Conference Service Manager

Company Overview

Harwood Hospitality Group, Dallas’ premier Hospitality owner-operator, introduces its most complete expression of a multi-generational vision in Harwood District’s first hotel, Hotel Swexan. The Hotel is a new destination, with an uncompromising mission that values experience above all. It is a place like no other that draws inspirations from the world’s greatest cities – New York, London, Paris – together in one location to create something completely new. Local expertise with an international influence. Classic and contemporary, the hotel is a twist on conventions. Part collection, part creativity, and always elegant. Guests stay to get lost – in culture and conversation. The Hotel is a world of its own, a meeting place, a hideaway, a stomping ground. For celebration or solitude. Designed with all generations in mind, Harwood District’s hotel plays host to an eclectic mix of personalities. It is a timeless setting where locals mix with out-of-towners and old souls encounter the young at heart. Intimate, immersive, and transportive. Hotel Swexan has a surprise around every corner. Forget, for a second, where you came from, and leave with a memory that keeps you coming back.


Job Summary

Reporting to the Director of Event Sales, the Conference Service Manager will work directly under the Group Sales Manager and Director of Event Sales. The Conference Service Manager will be responsible for the coordination of multi-faceted, high-profile events, and will serve as the primary liaison between the client and hotel departments, overseeing all aspects of event planning and execution—from contract turnover to post-event follow-up—while upholding the highest standards of luxury service. The Sales Department is responsible for the supervision of all meetings, receptions, dinners, private rentals, room blocks, and other events and functions held at Hotel Swexan. The position holder will also be required to work within a team environment but also capable of working independently often while delivering to tight deadlines. A typical work schedule includes day hours as well as many nights, weekends, and some holidays. The Conference Service Manager is required to have an above average understanding of all aspects of events and production, this will include a thorough knowledge of client management, event coordination and team building. This position will be responsible for other duties as and when necessary.


Position Responsibilities

• Conduct pre-event meetings, site visits, and final walk-throughs with clients to confirm all arrangements.
• Prepare and distribute detailed Banquet Event Orders (BEOs), floor plans, and other supporting documentation to include the event timeline, floorplans, catering menus, room blocks, group resumes and production needs.
• Plan, detail, and coordinate all aspects of assigned conferences, meetings, and social events, ensuring every element aligns with the hotel's standards of excellence.
• Serve as the primary point of contact for clients after the booking is confirmed, building trusted relationships to understand and anticipate their needs.
• Assist in processing and maintaining all necessary paperwork related to contracted events, ensuring compliance with policies, procedures, and financial requirements.
• Ensure the safety and comfort of all guests during events by adhering to company policies, health and safety regulations, and established emergency procedures.
• Partner and coordinate with internal departments as well as external vendors—including décor, catering, and audiovisual—to ensure seamless communication and flawless event execution.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Performs other duties and responsibilities as required or requested.
• Able to Work in a Fast Paced, Stressful Environment.
• Actively participate in weekly group resume and BEO meetings, ensuring all departments are briefed and aligned.
• Monitor event progress on-site, proactively resolving any challenges with discretion and professionalism.
• Manage billing accuracy and support timely collection of deposits and final payments.
• Mentor and support junior team members, contributing to a culture of service excellence and collaboration.
• Stay current on industry trends, local competitors, and guest preferences to continuously elevate our offerings.
• Coordinate all aspects of group room blocks in partnership with Reservations and Front Office, including reviewing rooming lists, ensuring VIP arrangements, and managing group needs for arrival, stay, and departure.
• Review group block riders and communicate all requirements—including concessions, billing arrangements, transportation, VIP amenities, and special requests—to
• Reservations, Front Office, Housekeeping, Culinary, and other departments, ensuring complete coordination across the hotel.

Qualifications

• Proficiency in event management software (e.g., Delphi/Amadeus, Social Tables, Open Table, Opera, or similar) and Microsoft Office Suite
• Bachelor’s degree in a related field from an accredited university or equivalent related experience as determined by hiring department.
• At least three years of experience working in the hotel, hospitality, event, entertainment, or related industries.
• Flexible schedule for events, this position will work many nights and weekends, including holidays.
• Proven ability to manage multiple complex events in a fast-paced, high-pressure environment while maintaining high attention to detail.
• Strong interpersonal and communication skills with the ability to build trusted client relationships and partner effectively with vendors and internal teams.
• Professional demeanor and attire.
• Commitment to delivering anticipatory, refined, and personalized service consistent with five-star hospitality standards.
• Experience managing group room blocks and collaborating with Reservations, Front Office, and Housekeeping to deliver seamless group experiences.

Physical Requirements

• Ability to perform the essential job functions consistently safely and successfully with the ADA, FMLA and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
• Must be able to lift and carry up to 25 lbs.; Ability to stand for prolonged periods of time and climb steps regularly.
• Ability to physically maneuver through work areas; bend, lift, carry, reach/extend arms, and hands above shoulder height frequently, or otherwise move in a constantly changing environment.

Equal Opportunity Employer


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