Conference Services Manager

Conference Services ManagerProper Hospitality is seeking a passionate Conference Services Manager at Montauk Yacht Club, our 107-room luxury property within The Collective.Spanning 35 acres on Montauk’s Star Island, Montauk Yacht Club offers waterfront views, a private beach, three pools, multiple dining options and over 200 wet slips that can accommodate boats from small day cruisers to 300-foot superyachts. Holding eight decades of East End history as an elite social club and thoughtfully reborn for the modern traveler, guests can expect classic East Coast architecture, well-appointed interiors and detail-driven amenities.Position Overview The Conference Services Manager is responsible for coordinating and managing all details of group meetings, conferences, brand activations, and special events from contract turnover to final billing. This role ensures that every event reflects Montauk Yacht Club’s elevated service standards while delivering a seamless, curated, and highly personalized experience. The ideal candidate combines meticulous attention to detail with the polished communication skills and anticipatory service expected in a boutique luxury environment.Key ResponsibilitiesServe as the primary point of contact for all contracted groups and meeting clients once booking is confirmedConduct detailed planning sessions, site visits, and pre-con meetings to understand client needs, objectives, and expectationsPrepare thorough Banquet Event Orders (BEOs), event resumes, and diagrams that clearly communicate all event details to the operational teamsCollaborate closely with the Executive Chef and banquet leaders to finalize menus, timelines, setups, and special requestsGuest Experience & Service ExcellenceProvide personalized support throughout the planning process, ensuring every interaction reflects Montauk Yacht Club’s luxury service philosophyAnticipate client needs and propose creative enhancements that elevate the event experienceGreet and support clients onsite during key event moments, ensuring flawless execution from start to finishAddress and resolve any issues promptly, maintaining a calm, refined, and solutions-oriented approachOperational Communication & CollaborationAct as the liaison between clients and internal departments, ensuring all teams have the information, tools, and clarity they need to deliver seamless events Participate in daily and weekly operations meetings to communicate event details and updatesWork closely with Sales, Revenue, Culinary, Banquets, and Front Office teams to ensure alignment and effective handoversFinancial ManagementPrepare accurate cost estimates, manage billing logistics, and oversee post-event reconciliationReview invoices with clients and ensure charges are accurate and documentedMaximize revenue through menu enhancements, rental add-ons, and creative upgrade opportunitiesEnsure compliance with hotel financial policies, contract terms, and billing timelinesClient Relationship ManagementBuild strong, trust-based relationships with planners, corporate partners, and group organizersMaintain consistent communication to provide updates, confirm details, and manage expectationsSeek feedback and nurture repeat business by delivering consistently exceptional experiencesRepresent Montauk Yacht Club at client meetings and local industry events when appropriateQuality Assurance & InnovationStay informed on meeting trends, technology, and luxury guest preferences to continually elevate offeringsRecommend improvements to processes, products, and services that enhance efficiency and guest satisfactionWork with leadership to develop new packages, event concepts, and bespoke group experiences that align with Montauk Yacht Club’s brandQualificationsBachelor’s degree in Hospitality Management, Business, or related field preferred 2–4+ years of conference services, event planning, or group coordination experience in a luxury hotel or high-end venueExceptional organizational skills and attention to detailStrong written and verbal communication skills with the ability to present confidently to high-profile clientsProficiency with BEO systems and event planning software; Delphi or similar a plusAbility to multitask, prioritize, and operate with grace under pressureA passion for hospitality, creativity, and delivering world-class serviceWhy Join Proper Hospitality At Proper, we build experiences that move people — and that begins with the team behind them. As a best-in-class employer, we’re committed to creating one of the Best Places to Work in hospitality by nurturing a culture where creativity, excellence, and humanity thrive together.Everything we do is grounded in the belief that hospitality is more than a profession - it’s an opportunity to care for others and make lives better. Guided by the Pillars of Proper, we show up with warmth and authenticity ( Care Proper ), strive for excellence in everything we do ( Achieve Proper ), think creatively and resourcefully ( Imagine Proper ), and take pride in the style and culture that make us who we are ( Present Proper ).We believe our people are our greatest strength, and we invest deeply in their wellbeing, growth, and sense of belonging. From comprehensive benefits to meaningful development programs, Proper is designed to help you build a career, and a life, that feels as inspiring as the experiences we create for our guests.Our Commitment: Building the Best Place to WorkOur Best Place to Work initiative is a living commitment — a continuous investment in our people, our culture, and our purpose. We listen, learn, and evolve together to create an environment where everyone feels empowered to imagine boldly, achieve confidently, care deeply, and present themselves authentically.At Proper, joining the team means more than finding a job — it means joining a community that believes in building beautiful experiences together, for our guests and for one another.