Conference Services Manager

Job DetailsJob Location: Grand Pacific Hotel Services LP - Carlsbad, CA 92008Position Type: Full TimeSalary Range: $35.00 - $38.46 HourlyJob Shift: Varied The Westin Carlsbad Resort & Spa and Solea Carlsbad Resort & Spa is currently seeking a dynamic Conference Service Manager with proven success in managing and executing group conferences and conventions. Requires superior sales adaptability to solicit and sell short term catering business; with on-site catering, and more than 70,000 sq. ft. of flexible indoor/outdoor event space, The Westin/Sheraton Carlsbad can comfortably accommodate up to 900 attendees for cocktail parties and weddings to large trade shows and company events. This position is eligible for Service Charge. POSITION PURPOSE We are currently looking for dynamic, highly enthusiastic, determined, and well-spoken sales professional to join The Westin/Sheraton Carlsbad Resort & Spa team. As a Conference Services Manager, you will be responsible for maintaining existing accounts, implementing sales and marketing strategies to maximize profits of the hotel while maintaining customer satisfaction, and meeting and exceeding forecasted and budgeted revenue goals. ESSENTIAL RESPONSIBILITIES Consistently offer professional, friendly and engaging service. Organize convention-booking files from date of arrival and maintain accurate activities within files consistently. Obtain/confirm all event-related information (to include, but not limited to meeting specifications, audio visual, rooming lists, technical needs, exhibit needs, food and beverage requirements, etc.) with client, organize/distribute group resumes, conference agendas, event orders (BEO’s), floorplans, etc. to all operating partners accurately, and in a timely manner. Drive function space optimization/maximization, to ensure best utilization of space for guest experience and financial performance of department. Yield sleeping room block and function space, ensuring optimization of financial return/performance. Initiate/follow up on billing procedures, ensuring deposits and/or credit applications are received within acceptable timeframes. Conduct pre-conference/event meetings with clients and pertinent departments to confirm all relevant details are communicated. Ensure guest/group experience while onsite, through personal interaction and attendance at functions throughout the stay. Must be flexible to accommodate irregular and/or extended hours. Conduct any/all site inspections as required. Attend necessary meetings within hotel that affect/are affected by the Catering, Conference Services &/or Events department. Establish and maintain rapport with clients, prior to, during and post conference, exceeding their expectations and encouraging repeat business. Play active role in local community through associations, memberships and involvement. Be an ambassador of the hotel within the local community. Generate a definitive SMART plan to achieve departmental revenue goals. Responsible for selling all private functions, including meeting with the clients to determine needs, meeting those needs and exceeding their expectations through detailed communication. Networking inside and outside the hotel to obtain "leads" and build relationships with new and existing clients. Provided accurate forecasting of private event sales to properly execute the catering and outlet business plan. Ensure all services administered to guests are consistent with expected level of service. Attendance at all required Food and Beverage Meetings and Employee Meetings scheduled both within the hotel and outside. Work with the Executive Chef, Director of Catering and Sales & Catering Coordinator to establish profitable and competitive private event menus that meet clients' needs Manage group and catering accounts to maximize business potential Creates a dynamic and positive relationship with customers from sales phase through onsite execution Achieve or exceed contracted food & beverage revenue minimums ensuring that all pertinent aspects of solicitation and closing are complete and documented Identify opportunities to up sell customer through food & beverage offerings, room upgrades, AV and lighting upgrades and spa faculties, if applicable Conduct unique site inspections that create a WOW experience for the customer Consistently meets or exceeds individual goals and hotel budgets Translate wants and needs into success for the customer and The Westin/Sheraton Carlsbad Resort & Spa Looks for ways to improve processes and enhance sales systems Maintain accurate CI/TY information on all bookings, specifically program details, client correspondence, traces and to-do lists Apply an in-depth knowledge of property amenities to find opportunities to increase profitability Produce and distribute 10-day Events Schedule and BEO Packet, as well as Daily Events Schedule Preside over weekly 10-day BEO reading and daily 3-day BEO readings Respond to all customer inquiries within 24 hours or sooner Follow proper event management procedures for event execution to include but not limited to BEO creation, F&B forecasting, resume communication, amenity/VIP designation and room block management Produce and distribute accurate banquet/catering event orders, timelines, diagrams, and resumes within timeframe set by hotel Drive strategies to develop long term business relationships and repeat business Create customized Wedding Packages, Menus, and proposals, etc. Report generation as needed Partners with Operations in providing a customer experience that exceeds the customers’ expectations Maintains liaison with other hotel departments to facilitate services agreed upon by the sales office and prospective clients Be an active part of the property team supporting and developing the desired The Westin/Sheraton Carlsbad Resort & Spa culture Drive product quality and a unique guest experience at every opportunity Take pride in the overall look and feel of the hotel never walking past something out of place Maintain a refreshing attitude focused on positive friendly interactions with guests and staff Develop and maintain strong interdepartmental relationships and open communication lines to assure efficient transfer of information. Schedule meetings and business group activities at the hotel. Be familiar with all company policies and benefits. All other duties assigned. SKILLS AND ABILITIES Originate and carry out sales and catering campaigns. Create new ways of presenting information that will attract people’s attention. Frequently change from one activity to another, for example, writing a speech, giving a speech, and writing a report of progress. Understand how different kinds of people react to words, pictures and color. Work with all kinds of people Plan and organize the work of others. Must be able to speak, read, write and understand the primary language(s) used in the workplace. Must be able to read and write to facilitate the communication process. Requires excellent communication skills, both verbal and written with guests, department managers and talent. Must possess basic computer skills. Thorough knowledge of computer processing systems PHYSICAL DEMANDS Environmental conditions are inside, a job is considered inside if staff spends approximately 75 percent or more of the time inside. Temperature is moderate and controlled by hotel environmental systems. Must be able to sit at a desk for up to eight (8) hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task. Must be able to exert well-paced ability to maneuver between functions occurring simultaneously. Must be able to exert well-paced ability in limited space and to reach other departments of the hotel on a timely basis. Must be able to lift up to 15 lbs. occasionally. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations. Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates. Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception. Must be able to bend, stoop, squat and stretch to fulfill cleaning tasks occasionally. Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well. Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed. SUPPORTIVE FUNCTIONS Assist with any guest inquiry. Enforce hotel safety standards. Any other duties assigned by the General Manager. SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: Must be able to speak, read, write and understand the primary language used in the workplace. Must be able to read and write to facilitate the communication process. Requires good communication skills, both verbal and written. Considerable knowledge of complex mathematical calculations and computer accounting programs. Budgetary analysis capabilities required. Extensive knowledge of the hotel, its services and facilities. Must have excellent leadership capability and customer relations skills. Most tasks are performed in a team environment with the staff member acting as a team leader. There is minimal direct supervision. Must be detail oriented with outstanding organizational and communication skills. Must possess basic computational ability. Must possess basic computer skills. Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required. Ability to analyze, forecast data, and make judgments to ensure proper payroll and production control. Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts. Thorough knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, and labor relations, including, but not limited to the following statutes and their state and local analogues (where applicable): Title VII, ADEA, Equal Pay Act, Pregnancy Discrimination Act, FLSA, ADA, OSHA, FMLA, and NLRA. Qualifications High school or equivalent education required. Bachelor’s Degree and/or equivalent level of education preferred. EXPERIENCE Catering or Conference Services experience in the hospitality industry with SPG/Marriott brands preferred. LICENSES OR CERTIFICATIONS Ability to provide and maintain a valid driver’s license as the position may require the operation of motorized and electric vehicles. Grooming All employees must maintain a neat, clean and well-groomed appearance per Westin/Solea Carlsbad’s standards. Attendance: Regular attendance in conformance with the standards, which may be established by Westin/Solea Carlsbad Resort & Spa from time to time, is essential to the successful performance of this position. Employees with irregular attendance / tardies will be subject to disciplinary action, up to and including termination of employment. Upon employment, all employees are required to fully comply with Westin/Sheraton Carlsbad Resort & Spa rules and regulations will be subject to disciplinary action, up to and including termination of employment. This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Ownership This job opportunity for employment is being made available by Grand Pacific Hotel Services, L.P., the owner and the employer of all associates working at Westin/Solea Carlsbad Resort & Spa. Marriott International is not the owner or operator of Westin/Solea Carlsbad Resort & Spa. Marriott International is not the direct or indirect employer or joint employer of any associates working at Westin/Solea Carlsbad Resort & Spa. Marriott International does not control, govern or regulate any aspect of recruitment or employment at Westin/Sheraton Carlsbad Resort & Spa. Marriott International is not responsible for any aspect of your application, candidacy, or employment at the resort, nor shall Marriott International be liable for the data collection, use and privacy practices of the Westin/Solea Carlsbad Resort & Spa’s owner or operator. #J-18808-Ljbffr