Conference Services Manager

Overview: Bedford Springs Resort Join our award-winning team of associates at the luxurious and exquisite Omni Bedford Springs Resort.
More than just a sought-after destination for travelers worldwide, the Bedford Springs Resort flawlessly combines a rich history and historic charm with all of the modern conveniences one would expect from a four-diamond hotel property.
After undergoing a $120 million restoration in 2007, the Omni Bedford Springs Resort offers unparalleled service and amenities to thousands of travelers each year.
Our Omni Bedford Springs associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service.
We embody a culture of respect, gratitude and empowerment day in and day out.
If you are a friendly, motivated person, with a passion to serve others, the Omni Bedford Springs Resort may be your perfect match.
Job Description: Omni Bedford Springs Resort is now hiring a Conference Services Manager to join the team at our luxurious historic resort property.
Omni Bedford Springs Resort offers 20,000 square feet of indoor event space and 36,000 square feet of unique outdoor spaces, an award-winning spa and golf course, and a wide variety of outdoor recreation activities.
From intimate board retreats and golf outings to galas and conferences with exhibit halls, our convention services team helps to create truly unique experiences for all of our guests.
The Conference Services Manager will facilitate all aspects of the conference/event including, but not limited to, banquet functions and meeting room arrangements with the meeting planner/client.
The manager will serve as the point of contact between the meeting planner/client and the resort, ensuring that all information has been communicated correctly and effectively.
Responsibilities: Coordinate all aspects of meetings and conferences as assigned by the Director of Catering & Convention Services to include but not limited to: food and beverage requirements, timing of events, audio-visual requirements, special attention to guests, room type allocation, rooming list, amenities, function room set up, group transportation, type of check in, check out to include satellite check in, special meal requests, arrival/departure manifests, bag pulls, luggage storage, complimentary rooms, billing instructions, authorized signatures, room deliveries, telephone and internet requirements, box storage and delivery, power requirements, group hospitality/office/registration desk requirements, business center requirements, key requirements, expected food and beverage outlet usage, entertainment, leisure activities, décor (to include floral) requirements.
Adhere to all Catering and Convention Service Department and resort standard operating procedures.
Prepares resumes for each group and reviews details at weekly resume meeting.
Creates Banquet Event Orders (BEO’s) to review with the meeting planner.
Distributes BEO’s which includes all food and beverage and meeting requirements to be reviewed with the Banquets, Banquet Setup and Culinary Departments in daily BEO meeting.
Partners with the culinary team to create customized menus to fit client’s needs as well as increase food and beverage revenues.
Be aware of departmental operating budget and up sell at every possible opportunity.
Verify contracted banquet meeting rooms in order to guarantee proper space has been assigned and that meeting rooms can accommodate requested set-ups.
Recommends appropriate “in-house” and/or preferred vendors for group related services to drive hotel revenue.
Assist with coordination of group recreation, golf, and spa arrangements.
Collects information to create master account estimates in line with contracted method of payment and deposit schedule.
During conference, will ensure the meeting arrangements are to the meeting planner’s specifications.
Ensures all on-site changes are managed efficiently.
Available to meeting planner during conference through phone, email, and in person to trouble shoot any questions that arise.
After the conclusion of event, reviews final bill to ensure invoice accuracy.
Conduct pre- and post-conference meetings when it is agreeable with the client.
Proactively achieve consistently high Medallia scores through establishing a good rapport with the client, preparation work having been done accurately and being visible during the conference to ensure the client’s expectations have been met.
Entertain clients in a professional manner to establish closer working relationships.
Attends required meetings including Stand-Up Meeting, BEO Meeting, Resume Meeting and Department Staff Meetings.
Other duties as assigned by Director of Catering & Convention Services.
Qualifications: Bachelor’s Degree in Hospitality Management or other related field (preferred) Previous experience in convention services, or catering sales, in an upscale hotel or resort property (preferred) Flexible work hours to include weekend and holidays in order to meet the demands of a 24 hour operation Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Office applications, Delphi.
fdc/Salesforce, and other management systems Exceptional attention to detail and ability to handle large, complex, multifaceted events and multiple events concurrently.
Excellent written and verbal communication abilities Appropriate, professional appearance and presentation