Conference Services Manager

Job Description

Job Description

Join the best hotel located in the financial district of Charlotte. The Doubletree by Hilton Charlotte City Center is hiring a Conference Services Manager for the Wedding & Social Events segment. 

The Conference Services Manager – Weddings & Social Events serves as the primary liaison for wedding and social event clients from the time of booking through event execution. This individual is responsible for creating exceptional guest experiences by managing every detail of the planning process while ensuring seamless communication between clients and hotel departments.

The ideal candidate has prior hotel event or conference services experience, thrives in a fast-paced environment, and is passionate about delivering memorable events with exceptional attention to detail.

• Serve as the primary contact for wedding and social event clients throughout the planning process.
• Conduct venue site tours for prospective wedding and social event clients.
• Prepare proposals, contracts, banquet event orders (BEOs), diagrams, and event timelines.
• Detail all aspects of weddings and social events, ensuring accuracy and completeness.
• Coordinate with Sales to ensure a seamless transition from booking to planning.
• Schedule and lead planning meetings with clients to finalize event details.
• Communicate event specifications effectively with Banquets, Culinary, Stewarding, Front Office, Housekeeping, Engineering, and other hotel departments.
• Lead weekly BEO and operations meetings to review upcoming events and communicate changes.
• Monitor room blocks, event timelines, special requests, and billing to ensure flawless execution.
• Be present during key wedding and social events to provide operational support and exceptional client service.
• Assist with wedding showcases, bridal events, open houses, and promotional initiatives.
• Maintain accurate client files and event documentation using Delphi or similar sales and catering software.
• Identify opportunities to enhance the guest experience through upselling and personalized service.
• Support other catered events as business needs require.

• Minimum of 2 years of Conference Services, Catering, Event Management, or Hotel Sales experience within a full-service hotel.
• Previous wedding planning or wedding conference services experience strongly preferred.
• Experience using Delphi, Amadeus Sales & Catering, or similar event management software preferred.
• Exceptional organizational and time management skills with the ability to manage multiple events simultaneously.
• Strong written and verbal communication skills.
• Excellent attention to detail and commitment to delivering outstanding customer service.
• Ability to build relationships with clients, vendors, and internal hotel teams.
• Ability to work evenings, weekends, and holidays as event schedules require.
• Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Preferred Experience

• Full-service hotel conference services experience.
• Wedding venue or luxury hospitality experience.
• Knowledge of banquet operations and food & beverage service.
• Experience detailing complex social events, receptions, ceremonies, rehearsal dinners, brunches, and celebrations.

What You'll Bring

• A passion for hospitality and creating unforgettable guest experiences.
• Professionalism, positivity, and a solution-oriented mindset.
• Strong multitasking and problem-solving abilities.
• The ability to remain calm and organized in a fast-paced event environment.
• A collaborative approach with a genuine commitment to teamwork and service excellence.

As one of the top hotels in the fashionable Uptown Charlotte area, the DoubleTree Charlotte City Center offers an ideal location just eight miles from Charlotte Douglas Airport (CLT). Adjacent to the Spectrum Center, the property makes it easy to catch a concert or sporting event. It also provides close proximity to Bank of America Stadium, home of the NFL Carolina Panthers, Truist Center, and the Charlotte Convention Center.

A twelve-million-dollar renovation enhances the property’s rank as one of the most sought-after hotels in the area. Guests can now look forward to fully redesigned accommodations, the sky-high Rooftop 230 event venue, and a remodeled lobby now featuring a marketplace and full-service café. Previously existing top-notch amenities include an award-winning Italian eatery, forchetta, meeting, and event spaces that can accommodate up to 450 guests, and complimentary high-speed wireless Internet access.