Conference Services & Sales Manager

The Convention Services/Catering Manager is responsible for the sales efforts and execution of meeting and event space held in the hotel. This individual assists the sales team in meeting or exceeding the hotel's budgeted financial targets and assigned monthly sales goals. They coordinate and supervise assigned banquet and catering business from booking through completion, acting as a liaison between clients and operating departments to ensure successful meetings and generate repeat business.

Responsibilities

• Assist the sales team in achieving and exceeding budgeted goals in food, beverage, and room rental revenue, profit and occupancy for the total hotel.
• Effectively communicate with Director of Revenue and/or Director of Sales to review opportunities that impact revenue goals.
• Conduct weekly sales calls to existing and new accounts, as well as uncover new business in assigned market segment(s).
• Build and strengthen relationships with existing and new accounts to enable future bookings. Activities include sales calls, entertainment, trade shows, etc.
• Travel locally to conduct outside calls, promote the hotel, and review competition reader boards to develop leads.
• Generate leads and new business through internet searches, telephone and email solicitations, mailings, referrals, networking, trade shows, professional and community organizations, sales, blitzes, etc.
• Arrange site inspections of the hotel for new accounts.
• Maintain accurate sales records in the hotel sales system to provide a complete history, ensure future and current quality of service, and enhance future prospects.
• Respond to all sales inquiries within 24 business hours.
• Execute and support the operational aspects of business booked (e.g., generating proposals, writing contracts, customer correspondence).
• Responsible for negotiating catering sales contracts and the implementation and setup as required.
• Actively and creatively up-sell each catering event to maximize revenue.
• Analyze historical, current, and future hotel/market trends and develop strategies to maximize function space occupancy through creative and selective selling.
• Partner with the operations team to coordinate customer specifications and effectively respond to customer issues and comments to ensure customer satisfaction.
• In partnership with the General Manager and Food and Beverage Team, create and enhance menus for clients as needed.
• Review all banquet event orders and the daily/weekly reports to ensure accuracy.
• Assists the client in menu planning; coordinates food, beverage, meeting room set-up, decorations, and other services as requested by the client; assures that all requirements are communicated and completed to the client’s specifications.
• Liaison between the Banquet staff and GM to ensure timely communication of client needs.
• Supervise execution of banquet events which may include working on the weekends, evenings, or holidays.
• Participate in hotel weekly staff meetings, if applicable.
• Work closely with each group’s meeting planner regarding group menu planning, agenda setting, hotel meeting services, hospitality amenities, and special VIP request
• Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary
• Review sales contracts as well as other important information, i.e., room block, cut-off date, special concessions, and attrition clauses, and validate with the client via turnover letter
• Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues
• Check sleeping room and suite block, special room concessions, and rates as outlined in the contract with group reservations agents, as well as update group reservations agents with any changes
• Verify credit information submitted in the account management software system at the point of turnover, to include the estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure
• Understanding of AV standards and pricing to generate additional revenue
• Assist in executing the expectations of the client as outlined in the BEO
• Function as the on-site contact to the client for all aspects of their events
• Work to continually raise the meeting planner evaluation scores and implement best practices and standards for success
• Other duties as assigned.

Requirements

• Education: College degree or High School Diploma with related experience.
• Experience: Minimum of two years hotel experience in Sales or Catering, with hotel sales systems knowledge required. Previous customer service orientation and training are required.
• Must be able to read, write, and understand English.
• Excellent verbal and written communication skills including leading and participating in formal presentations.
• Strong negotiation skills as well as the ability to cultivate leads, build relations, and close the deal.
• Strong organizational skills with the ability to handle multiple tasks in a fast-paced environment.
• Strong computer skills. Microsoft Office, Hotel Sales Systems, and other programs as it pertains to this position.
• Ability to work as part of a team.
• Strong desire to deliver high-quality customer service.
• Detail-oriented and organized as it pertains to accuracy and efficiency.
• Good personnel and management and organizational skills.
• Knowledge of catering food and beverage service
• Knowledge of event set-ups and audio-visual equipment

Nice to have

• Experience in coordinating weddings and social events is preferred