Complex Event Manager

Job Description

Job Description

TITLE: Complex Event Manager

DEPARTMENT: Sales

REPORTS TO: Complex Director of Events

JOB SUMMARY

Oversee, coordinate and implement group assignments handed off by the Sales Department. Monitor all contractual agreements related to guest room blocks, meeting space, food, beverage and special concessions. Clearly communicate essential information to all hotel departments to ensure the successful fulfillment of the group's requirements while nurturing strong client relationships.

ESSENTIAL FUNCTIONS

· Leverage knowledge of both DoubleTree and Marriott facilities to effectively detail events when needed.

· Cultivate strong client relationships and ensure that convention specifications are effectively communicated and implemented for a successful meeting experience for both planners and attendees.

· Monitor and manage room blocks in accordance with contracts, using group history reports and client information to maximize hotel revenue, adjusting as necessary.

· Review sales contracts and other key details, such as room blocks, cutoff dates, special concessions and attrition clauses. Notify clients of any estimated attrition charges before the cutoff date.

· Update the hotel system with client information, including names, addresses, contact details, sales manager info, room counts (if needed), remarks, comments, payment information and any other required details.

· With at least 90 days lead time, obtain all direct bill applications and submit them to the accounting department for credit approvals for groups, creating an AR account number once approved.

· Accurately forecast group room and food and beverage revenues for assigned groups and affiliate business.

· Gather all rooming lists, monitor cutoff dates, and coordinate menu details, meeting room setups, refreshment needs and any additional client requirements to ensure a successful event.

· Produce and distribute resumes two weeks prior to the main group's arrival, communicating any updates or changes to hotel departments.

· Participate in site visits and planning meetings for upcoming groups.

· Serve as a liaison between the sales and operations departments to ensure all client needs are met and communicated accurately across the hotel.

· Engage in pre- and post-convention meetings and review final invoices with clients upon request.

· Welcome all clients upon arrival to ensure they have all necessary items as per the BEOs; weekend and evening hours may be required for larger events.

· Monitor and enforce program deadlines, collaborating with clients to release any unneeded meeting space to optimize hotel revenues.

· Distribute BEOs for groups and affiliates 10-14 days prior to events.

· Generate thank-you notes and service evaluations for group clients in collaboration with the Sales Manager.

· Additional responsibilities may be assigned by the Director of Sales or General Manager.

SUPPORTING FUNCTIONS

In addition to the essential functions, this role may involve a combination of supportive tasks, with the time spent on each determined by the manager based on the hotel’s specific needs:

· Introduce and recommend preferred vendors aligned with the hotel’s revenue goals.

· Establish checklist trace dates using appropriate software.

· Generate VIP, limousine and amenity forms as required.

· Maintain clear communication with all hotel operating departments.

· Foster good working relationships with preferred vendors.

· Keep up-to-date information on programs and food and beverage events in the hotel’s inventory management system.

· Attend all necessary meetings.

QUALIFICATIONS AND SKILLS

Candidates should demonstrate the following knowledge, skills and abilities, and be able to perform the essential functions of the role, with or without reasonable accommodation:

· Minimum of one year of experience in hotel sales or event management.

· Ability to learn sales systems for both DoubleTree and Marriott brands.

· Proficiency in speaking, reading, writing, and understanding the primary language(s) used in the workplace.

· Strong verbal and written communication skills are essential.

· Tasks are often performed independently or as a team leader within a collaborative environment.

· Basic computer skills are required.

· Familiarity with hotels and competitive landscapes.

· Commitment to ensuring consistent guest satisfaction.

· Capability to make decisions with limited guidance based on general policies and procedures.

AVAILABILITY

This organization operates 24/7. Typically, this role requires work Monday through Friday, with hours varying according to business needs. Occasionally, you may be required to adjust your schedule to include weekends or change your work hours based on business demands. Please note that the number of hours you work will be determined by business needs.

In accordance with Illinois law, the anticipated pay range for this position is:

$65,000 – $70,000 per year

The final offer will be based on factors including, but not limited to, relevant experience, skills, education, internal equity, and market conditions.

Eligible team members may have access to a comprehensive benefits package, which may include:

· Medical, dental, and vision insurance

· Paid time off (vacation, sick time, holidays)

· Six paid company holidays and one floating holiday 

· 401(k) with company match (up to 4%)

· Life and disability insurance

· Employee assistance programs

· Employee discounts (hotel and travel discounts)

Eligibility for benefits may vary based on position, employment status, and tenure.

Additional Compensation

This role [may/may not] be eligible for additional compensation, including:

· Bonus or incentive programs

· Commissions (if applicable)

Details will be provided during the interview process.

We are an Equal Opportunity Employer and are committed to creating an inclusive environment for all employees.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws