Conference Services Manager

Description

Discover the unique charm and character of La Posada de Santa Fe, A Tribute Portfolio Resort & Spa. Located on six acres steps from the historic Plaza, our Southwestern-style hotel is the only full-service resort in downtown Santa Fe. Resort guests enjoy easy access to Santa Fe landmarks like the New Mexico History Museum and Canyon Road art galleries.

Position Summary:

The Conference Services Manager is responsible for the planning, coordination, and successful execution of assigned group meetings, conferences and special programs at La Posada de Santa Fe.

This position serves as the primary hotel contact for clients following the completion of the sales process, guiding each program from turnover through departure and final billing. The Conference Services Manager combines strong organization and operational knowledge with the personalized, intuitive service expected of a lifestyle property.

Success in this role requires close collaboration with Sales, Catering, Banquets, Culinary, Front Office, Reservations, Revenue Management, Housekeeping, Engineering, and Finance. The ideal candidate is detail-oriented, polished, proactive, and skilled at creating memorable events that reflect the distinctive character, art, culture, and hospitality of Santa Fe.

Key Responsibilities:

Event Planning and Client Management

• Serve as the primary contact for assigned groups after the business is contracted and turned over by the Sales or Catering team.
• Lead detailed planning conversations to understand each client’s objectives, priorities, preferences, and program requirements.
• Coordinate all aspects of assigned events, including guestroom blocks, meeting space, food and beverage, audiovisual needs, transportation, amenities, décor, billing, and special requests.
• Conduct planning meetings, site visits, menu consultations, and pre-convention meetings as appropriate.
• Prepare and distribute accurate banquet event orders, group resumes, rooming-list reports, diagrams, agendas, and other operational documents.
• Establish and communicate clear timelines for rooming lists, menu selections, guarantees, deposits, and other program deadlines.
• Maintain regular and timely communication with clients throughout the planning process.
• Provide a seamless transition from the sales experience into event planning and hotel operations.

Event Execution

• Ensure event details are clearly communicated to all hotel departments and operational partners.
• Review assigned programs with department leaders to confirm staffing, timing, setup, service standards, and special arrangements.
• Be visible and accessible during key program periods, including group arrivals, major functions, and high-profile events.
• Monitor event execution and respond quickly to changes, concerns, or opportunities to enhance the client and guest experience.
• Anticipate client needs and develop thoughtful solutions while protecting the hotel’s service standards and financial interests.
• Conduct post-event follow-up and assist with the timely resolution of billing questions or outstanding items.
• Capture client feedback and share relevant insights with hotel leadership and operating departments.

Revenue and Financial Performance

• Identify and secure opportunities to increase food and beverage, audiovisual, guestroom, amenity, and event-related revenue.
• Support the achievement of banquet, meeting room rental, and ancillary revenue goals.
• Confirm that all event charges, concessions, contractual commitments, and payment requirements are accurately documented.
• Partner with Finance and operating departments to ensure complete and accurate billing.
• Monitor event changes that may affect revenue, profitability, space utilization, or operational delivery.
• Manage complimentary items, upgrades, concessions, and special arrangements within established hotel guidelines.
• Maintain accurate event information and financial updates within the hotel’s sales and event management systems.

Internal Communication and Collaboration

• Lead or participate in banquet event order meetings, resume meetings, pre-convention meetings, and weekly operational reviews.
• Communicate program changes promptly and accurately to all affected departments.
• Build effective working relationships across the hotel to support a coordinated and elevated guest experience.
• Partner with Sales and Catering to ensure contract terms, client expectations, and operational requirements fully understood.
• Work closely with Banquets and Culinary to develop event experiences that are appropriate for the client, operationally achievable, and financially sound.
• Support the Sales and Catering teams with site inspections, client visits, and special projects as needed.

Lifestyle and Guest Experience

• Incorporate La Posada’s sense of place into the planning experience through thoughtful recommendations, local partnerships, culinary elements, art, history, and authentic Santa Fe experiences.
• Help clients create events that feel distinctive to the property rather than standardized or formulaic.
• Recommend experiences that showcase the resort and destination while aligning with the client’s purpose, audience, and budget.
• Provide warm, polished, and personalized service that reflects the individuality of the hotel.
• Handle sensitive, high-profile, and VIP programs with professionalism and discretion.

Qualifications

• Two or more years of experience in conference services, catering, event planning, position preferred.
• Luxury, lifestyle, resort, boutique, or full-service hotel experience strongly preferred.
• Experience coordinating group meetings, corporate programs.
• Working knowledge of banquet operations, food and beverage planning, guestroom blocks, event billing, and meeting room setup.
• Strong written, verbal, and presentation skills.
• Excellent organization, follow-through, and attention to detail.
• Ability to manage multiple programs, priorities, and deadlines in a fast-paced environment.
• Strong judgment and the ability to resolve concerns calmly and professionally.
• Ability to read and interpret contracts, banquet event orders, group resumes, diagrams, and financial reports.
• Proficiency with Microsoft Office and hotel sales, catering, or property-management systems.
• Knowledge of Marriott systems, CI/TY, or comparable platforms is preferred.
• Familiarity with Santa Fe’s cultural, culinary, artistic, and experiential offerings is a plus.

Professional Attributes

• Warm, polished, and genuinely service-oriented.
• Highly organized without losing sight of the guest experience.
• Proactive and comfortable taking ownership of assigned programs.
• Creative and resourceful when developing solutions.
• Collaborative across departments and respectful of operational partners.
• Financially aware and attentive to revenue opportunities.
• Calm and decisive when plans change.
• Curious about Santa Fe and enthusiastic about sharing the destination with clients and guests.
• Comfortable working with a broad range of clients, from executive meeting planners to couples hosting intimate celebrations.

We are looking for our next great team member to join our Sales Team as the Conference Services Manager. We are committed to providing you with:

• Highly competitive wages
• An exceptional benefit plan for eligible associates & your family members
• 401K matching program for eligible associates
• Discounts with our Crescent managed properties in North America for you & your family members and at Marriott properties worldwide
• Free meals
• This position requires flexibility based on business levels and event schedules. Evening, weekend, and holiday availability may be required to support client meetings, group arrivals, site visits, and event execution.

Our differences are what make us great:

At Crescent Hotels & Resorts we strive to create a great place to work where associates at all levels of our organization are respected for their differences, just like the guests and owners we serve. That’s why we are dedicated to creating an environment that facilitates open and honest conversations about race, equity, diversity, and inclusion. By examining our own beliefs and behaviors, we can create change through training, recruiting, and promoting diverse talent to strengthen our culture.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.

Source: Crescent Hotels & Resorts