Conference Services Manager

Job Description

Job Description

Wyndham Grand Rio Mar is looking for GRAND people like you! At Wyndham Grand Rio Mar, our people are our greatest treasure. Every smile, every effort, every shared moment shapes experiences that enrich lives and touch souls. We are more than a workplace. We are a community where your growth, ideas, and well-being matter. From meaningful learning opportunities to benefits that enhance life on and off the clock, we invest in our people because when they thrive, our guests and community thrive too. For almost 30 years, we have celebrated each success, built connections, and created joy together. Join a team that uplifts one another, transforms moments into memories, and helps make Wyndham Grand Rio Mar the most admired and transformative hospitality brand in the world.

Your impact starts here!

JOB SUMMARY

The Conference Services Manager is responsible for overseeing the successful planning, coordination, and execution of events, conferences, and meetings hosted by the hotel or event venue. This role involves liaising with clients, managing event logistics, coordinating with various hotel departments, and ensuring that all client expectations are met or exceeded.

EDUCATION & EXPERIENCE

Required Qualifications

• At least 2 years of experience as a Catering or Conference Services Manager in a full service resort or hotel.

• Excellent reading, writing, oral proficiency in the English and Spanish language.

• Proven interpersonal skills with a track record of successful client interactions.

• Good organizational skills, attention to detail, and ability to multitask.

• Ability to negotiate, organize, delegate and work under pressure.

• Knowledge of Audio-Visual equipment, internet, and telecommunication technology.

• Knowledge of Delphi Sales/ Catering Software, and Opera PMS

• Must be proficient in Microsoft Office applications, Excel spreadsheets, Word, PowerPoint

• Knowledge of food and beverage preparation techniques, health department rules and regulations, liquor laws and regulations.

Preferred Qualifications

• Forbes service experience 

• At least 4-year college degree

• Hospitality experience, particularly within a 5-star resort or similar luxury environment

FUNDAMENTAL REQUIREMENTS

• Ensure the accuracy of booking contracts turned over from the Sales Division and Catering operations to guarantee all details are correct and ready for execution.

• Prepare detailed financial forecasts for the Conference Services operation, focusing on a 90 to 180-day forward outlook.

• Contribute to the creation of additional financial or planning reports as requested by leadership.

• Provide analysis and recommendations for the Annual Budget and Marketing Plans for the Catering and Conference Services Department.

• Work closely with Sales Division leadership, the Area Director of Catering, Area Director of Banquets, Convention Services and Events to ensure alignment and effective communication across departments.

• Evaluate sales and revenue strategies, providing recommendations to maximize departmental revenue and profit.

• Achieve assigned monthly, quarterly, and annual revenue goals, utilizing analysis and strategic planning to meet financial targets.

• Ensure all contracted and assigned group business is finalized accurately, with timely communication of Group Resumes, Banquet Event Orders (BEOs), Daily Reports, and other hotel communications.

• Ensure the accuracy of all financial reports, including banquet billing and post-event billing review.

• Remain composed when addressing challenges and guest issues during events, keeping the Associate Director of Conference Services and Director-level management informed promptly.

• Analyze Banquet Event Orders and effectively communicate with clients, managers, and associates to ensure all room setups, equipment, supplies, staffing, and menus meet or exceed customer expectations.

• Supervise the execution of banquet events, working closely with Banquet Event Management to review all function spaces and ensure client satisfaction.

• Manage daily operations, resolve operational problems, and implement company programs through consistent monitoring of banquet operations.

• Ensure compliance with safety and security regulations, Local Standard Operating Procedures (LSOPs), and Standard Operating Procedures (SOPs) to maintain optimal service, quality, and hospitality levels.

• Monitor and control the maintenance of meeting spaces and equipment to protect hotel assets and ensure a safe work environment.

• Make timely decisions that balance client needs with the financial, safety, and staffing goals of the resort.

• Actively support and comply with resort crisis management plans in the event of emergencies or safety situations.

• Perform other duties as assigned by the company, contributing to the overall success and smooth operation of the Conference Services and Catering departments.

• The duties and responsibilities outlined above are representative of the position and are not intended to be an exhaustive list of all functions performed.

• Perform other duties as requested by management.

PHYSICAL REQUIREMENTS

• Long hours sometimes required.
• Ability to lift, carry, push, or pull up to 25-50 lbs
• Ability to work varying shifts, including nights, weekends, and holidays, and remain alert during overnight shifts

Set between the Atlantic coast and the foothills of El Yunque, Puerto Rico's only tropical rainforest, Wyndham Grand Rio Mar spans 600 acres in Rio Grande, just a short drive from San Juan. Here, two championship golf courses wind through rainforest and coastline, a mile of secluded beach meets the Mameyes River, and nearly a dozen restaurants and lounges bring the island's flavor to every table. It is a rare setting where mountain, river, and sea come together, and for almost 30 years it has been a place where careers grow alongside unforgettable guest experiences. Join us, and become part of work that changes lives, starting with your own.

From opportunities for learning and growth to benefits that help our team live better lives, we’re always finding ways to foster a fun and inclusive environment.

EOE M/F/Disabled/Vet/Drug Free Workplace