Meetings & Events Manager

Job Description 

SUMMARY  

The Manger of Meetings and Events will be responsible for managing, coordinating, and executing group assignments turned over by the Group Sales and Events Sales Department. The focus of the role will be to monitor all contractual agreements pertaining to guest room blocks, space, food and beverage and special concessions. This role will contribute to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values. 

ESSENTIAL FUNCTIONS 

Major areas of responsibility/ management include, but are not limited to: 

• Maintain strong client relations and ensure that conference specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees. Timely responses are expected. 

• Monitor and manage room blocks and meeting space according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary. 

• Review group sales and events sales contracts as well as other important information, i.e., room block, cut-off date, special concessions and attrition clauses and validate with client via turnover letter. Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues. 

• Produce and distribute Conference Resume 7-10 days prior to first day of main group arrival and communicate any changes and updated information to hotel departments.  

•  Distribute accurate BEOs for group and affiliates 14 days prior to events. 

• Work collaboratively  with the Culinary team on executing catering events and banquets. 

• In-person presence and multiple check-ins with client daily during events.  

• Work with Director of Meetings & Events to establish best practices and SOP’s for conference service department. 

• Accurately forecast contracted  rooms and food and beverage revenues for assigned events and affiliate business within a 5% variance. 

• Check sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changes. Participate in site visits and plan meetings for upcoming events  and potential affiliate business. 

• Review all bills that are sent to the client, ensuring they are accurate and timely in order to maximize return business. Compile any cancellation/attrition charges for the group. Send thank you notes and meeting critiques with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines. 

• Perform other functions as required and directed. 

 QUALIFICATIONS  

• High school Degree or equivalent education 

• 3-5 years’ previous experience in Event Management 

• Luxury hotel experience strongly preferred 

• Bachelor’s Degree 

• Delphi and Opera experience, cloud-based experience preferred 

• Extensive knowledge of food and beverage products, proper preparation and presentation of food and beverage items. 

• Extensive knowledge of meeting room capacities, banquet set-up, audio-visual and any other pertinent details as they relate to function room set-up. 

• Possess basic math skills and accurately handle billing 

• Ability to communicate clearly and speak, read, write and understand English eloquently 

• Advanced skills in Word, Excel, PowerPoint, and Outlook; daily use of nearly all programs will occur 

PHYSICAL REQUIREMENTS  

Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems. Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task. Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis. Must be able to lift up to 15 lbs. occasionally. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates; use of these senses will occur on a constant basis.