Conference Services Manager

Conference Services Manager

Soulful, sophisticated, and avant-garde, the Jasper Hotel serves as Fargo's social hub for cultured locals and modern travelers looking to connect, discover and indulge, the intersection of luxury and community. Redefining hotel luxury in North Dakota, this new build has 6,000 square feet of flexible space, 125 rooms and features Rosewild Restaurant, a signature lobby lounge, and a café.

The Conference Services Manager (CSM) reports to the Director of Sales. This role requires the tenacity to create memorable experiences and unique events within our event spaces. If you are known to have the grit that is associated with an entrepreneurial spirit, then we invite you to your next career opportunity. This position will oversee all aspects of the details surrounding any group and/or events taking place in the hotel. An organized, detailed, and structured approach is required as you work alongside our operations team to flawlessly set up an event to provide the best-in-class experience for our clients and planners.

The CSM will prepare and execute banquet event orders and resumes to always ensure quality product delivery and customer satisfaction. The CSM will serve and assist in coordinating all function details with clients and meeting planners to include but not limited to space requirements, meeting times, equipment, menus, billing, etc. You will quickly develop trusting relationships with clients, vendors, planners, and employees of the hotel. As a team member within Aparium Hotel Group you will work with a phenomenal group of peers who insist that you are collaborative, humble, experienced, and open-minded – no egos are allowed.

The following are key responsibilities of the Conference Services Manager:

• Uphold and role model the company's principles of People, Place and Character; and ensure direct reports are also modeling the way of our values that drive collaboration, intuition and translocal hospitality
• You are the key Liaison between the hotel and client / planner. You will review and detail all the client's needs to ensure the successful execution and flow of contracted programs including but not limited to banquet event orders, all food and beverage, and meeting needs, rooming lists, ground transportation, special room service needs, group resumes, master account billing, audio visual and box handling
• Creation and management of all Banquet Event Orders (BEO's) and management of the Delphi System
• You lead Resume & BEO meeting to effectively coordinate with various departments and prepare and update group resumes for internal teams
• Oversee the following items based upon Sales team deployment (Group, Corporate Rooms Only, Corporate Catering when less than or equal to 20 attendees)* subject to revision
• Meet and greet client, oversee a formal pre-con or informal needs review with appropriate hotel stakeholders
• Communicate with team and inspect that all details are correct and represent clients' expectation to the hotel
• Close out file by checking billing vs. menus and contract terms. You will work with accounting on any adjustments post-meeting and ensuring the billing is correct and aligned in the Delphi system.
• Problem solving with other departments as needed to service the business at the hotel, e.g., groups that have outgrown confirmed space by identifying other options the hotel has to offer.
• Build and maintain a trusting and transparent relationship with your clients and planners to create memorable experiences that meet and exceed their stated or unstated needs, know any request is never too small or too big of a request.
• On an ongoing basis, review function space blocking to maximize client flow and revenue optimization
• Work to upsell events to achieve higher B&C revenues, AV, and additional needs for client
• Assist in annual competitive analysis of banquet costs, development of new menus, food and beverage minimums, and meeting rental costs
• Conduct client site inspections and coordinate tastings for events
• Be aware of the overall set up and implementation of events and meetings and ensure set up team is aware of any specific requests from client
• Daily Servicing responsibilities:
• Event coordination for all booked events
• When applicable update the booking's Deposit Schedule upon confirmation of collection
• Creating Banquet Event Orders
• Distribute BEO Packet and Participation in BEO Meeting
• Create Group Resumes
• Distribute Group Packet and Participation in Resume Meeting
• In partnership with Finance present and reconcile Group Billing
• Communication of Daily Events to the operations team
• Daily Reconciliation of DRR against Delphi vs Actuals
• Proactively communicate with relevant departments to ensure proper servicing of accounts
• Follow your instinct and use your best judgment to create experiences for guests that are thoughtful and genuine
• Provide undivided attention to each guest
• Demonstrate a high degree of drive and determination
• Work cooperatively with other people to achieve a common goal in the best interest of the hotel
• Curate and detail all on-property hotel events.
• Meet tight deadlines while working in a very fast-paced environment while under considerable stress.
• Perform other services and duties as requested by the Director of Sales and/or hotel General Manager in support of a successful operation

The following are required for the Conference Services Manager:

• Minimum of two (2) years of hospitality in either Catering, Convention, Conference or event servicing experience within a boutique or luxury hotel
• Delphi system knowledge, preferred but not required
• Flexible in being present during events that occur in the evening or during weekends
• Bachelor's degree in related field of Hospitality Management or equivalent work experience
• Adaptable interpersonal skills to communication and address all employee levels of the hotel
• Professional proficiency of the English language in reading, writing and verbal communication
• Demonstrated experience in forming local connections, developing business and achieving sales targets.
• Proficiency in Microsoft Office applications such as Excel, Outlook, PowerPoint, Word, etc.

As an Equal Opportunity Employer, Aparium Hospitality Services celebrates diversity and is committed to creating an equitable and inclusive environment and sense of belonging. We do not discriminate and believe every individual should be proud of who they are, where they come from and take pride in who we serve.