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 draws inspiration from the world’s greatest cities – New York, London, Paris – and blends them into one location to create something completely new. With local expertise and international influence, the hotel is a twist on conventions: part collection, part creativity, and always elegant. Guests stay to get lost in culture and conversation. Designed for all generations, Hotel Swexan is an intimate, immersive, and transportive meeting place, hideaway, and stomping ground that plays host to an eclectic mix of personalities. It is a timeless setting where locals and out‑of‑towners, old souls and young at heart, mingle in a place that offers both celebration and solitude. Hotel Swexan keeps guests coming back with memories that stay with them forever. 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 role requires working within a team environment and independently, consistently meeting tight deadlines and a schedule that includes day hours as well as many nights, weekends, and some holidays. 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, 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 booking confirmation, building trusted relationships to 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. Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality, seamless customer service. Perform other duties and responsibilities as required or requested. Work effectively 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 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 to ensure 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 the hiring department. At least three years of experience working in the hotel, hospitality, event, entertainment, or related industries. Flexible schedule for events; the position requires many nights, weekends, and 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 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.; 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. #J-18808-Ljbffr