Conference Services Administrative Supervisor

Conference Services Administrative Supervisor

At Fairmont, we want to bring out your highest potential. Shortly after applying, you will receive an email from our partner AssessFirst prompting you to create a profile and complete a questionnaire. This is a mandatory step for your candidacy to be considered as it enables us to explore your compatibility with this role and our culture of luxury excellence. If you are unable to complete a portion of the assessment due to a disability, you may select the disability opt-out option during the assessment. This option will not impact your assessment scoring or consideration for the role.

The Fairmont Scottsdale Princess is Arizona's largest and longest running AAA Five Diamond hotel, and we want you to help us stay iconic. The Princess offers luxury and world class hospitality with 750 guestrooms, more than 300,000 square feet of meeting space, four award-winning restaurants, six sparkling heated pools, and a luxurious Well & Being Spa. Be a part of events like the WM Phoenix Open, Easter at the Princess, Summer at the Princess and Christmas at the Princess. The hotel features great benefits like PTO, matching retirement, travel discounts and more. This place really has it all except for you!

What's in it for you:

• Employee discounts at the Fairmont Scottsdale Princess, local companies and Accor worldwide for you and your family
• Free meals at our on-site employee restaurant
• Learning programs through our Academies designed to sharpen your skills
• Great Medical and Dental benefits, including two employer-funded medical plans, meaning $0 premium if you enroll in the employee-only tier!
• 401K, Direct Deposit, etc.
• Career development opportunities within the Fairmont Scottsdale Princess in addition to national promotion opportunities. The sky is the limit!

Job Description

The Conference Services Administrative Supervisor is responsible for overseeing the daily operations of the Conference Services Administrative duties, ensuring seamless coordination, and maintaining high standards of service. This role involves leading and supporting the Conference Services Coordinators, ensuring all client and departmental needs are met efficiently, and handling additional supervisory responsibilities, while actively & independently supporting the Conference Services Managers.

Summary of Responsibilities: Reporting to the Director of Catering and Conference Services, the responsibilities and essential job functions include but are not limited to the following:

• Leadership & Supervision: Oversee and provide guidance to all Conference Services Coordinators, ensuring tasks are completed accurately and in a timely manner. Ensure appropriate coverage of coordinator duties when team members are out of the office.
• Training & Development: Take the lead in training all new coordinators, updating and maintaining the training manuals, and ensuring ongoing development of team members.
• Event Support: Assist with the preparation, distribution, and organization of Banquet Event Orders (BEOs) for Legacy & other House Events, ensuring accuracy and attention to internal client needs.
• Client Relations: Act as the primary contact for managing client requests in the absence of Conference Services Managers or at the request of the Director. Provide consistent, professional, and friendly service to all clients.
• Administrative Responsibilities: Oversee PM System bookings, ensuring all information is entered accurately for file creation and maintenance. Manage and distribute documents, correspondence, and other communication between clients and department managers.
• Project Management: Take on additional projects as assigned by the Director of Catering and Conference Services, ensuring they are executed effectively and on time.
• CSM Support: Ensure smooth day-to-day operations by assisting managers with resumes, amenities, planning visit coordination, guestroom reservations, BEO preparation, filing, telephone calls, and other related tasks.
• Continuous Improvement: Regularly review department processes to ensure they align with the highest standards of service and operational efficiency.

Qualifications

• Computer literate in Microsoft Windows applications and/or relevant computer applications.
• Strong leadership and supervisory skills.
• Excellent communication skills, both written and verbal.
• Strong interpersonal and problem-solving abilities.
• Highly driven, self-starter, responsible and reliable.
• Ability to focus attention on guest and sales manager needs, while always maintaining composure and professionalism.
• Previous experience in conference services coordinator position is required.

Your team and working environment: A team of Heartists that are committed to working together, supporting each other, and providing the best guest experience, Feel Valued, Feel Sparked, We Are One

Our commitment to Diversity & Inclusion: We are an inclusive company and our ambition is to attract, recruit and promote diverse talent

Why work for Accor? We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor's limitless possibilities.