Conference Services Manager

Job Description

Job Description

Position Purpose :

Provide clerical / administrative support to the Director of Banquets in coordinating and disbursing information relating to service of clients and internal events.

Responsible for the establishment of new relationships with meeting planners while consistently striving to maximize revenue and promote relationships through effective negotiation of services, and assist Director of Conference Services in maintaining the daily operation of the Catering and Events Department.

EXAMPLE OF DUTIES : ESSENTIAL FUNCTIONS

ESSENTIAL FUNCTIONS

• Data entry using Delphi, Microsoft Word, and Excel. Examples include correspondence, reports, marketing pieces, direct mail, contracts, internal forms, schedule of events, report of conventions, histories, typing annual / trimester reviews.
• Computer skill required, with ability to type.
• Copying and distribution of internal / external letters, forms, bookings, contracts, BEOs, resumes, room lists, schedules and mail.
• Special projects as required.
• Daily correspondence with clients.
• Creating and maintaining client files and databases.
• Maintenance of computer data for Banquets Department including updating and troubleshooting.
• Prepare and process purchase orders and check requests.
• Maintain personnel files including time and attendance records.
• Ability to problem solve, work independently, multi-task, prioritize.
• Take initiative to help guests and support managers.
• Team player in office environment.
• Fluent in English with strong written and verbal skills.
• Desire to grow within the hospitality industry.
• Work flexible hours
• Detail oriented, organized, work under pressure to meet strict deadlines
• Work with internal and external guests
• Customer service oriented
• Represents the resort and conducts conferences with meeting planners by telephone or

in-person to assist on the planning of programs. Conducts property tours, and promotes facilities and services. Responds to guest inquiries and negotiates services / products with guests and vendors.

• Assumes responsibility for the successful set-up and execution of programs. Provides direction and supervision of meeting and / or catering logistics to affected departments and associates.
• Develops guest menus, drafts resumes and BEOS, as well as organizes all other arrangements as they relate to group programs.
• Prepares and presents Catering forecasts and reports as required.

OTHER :

Due to the industry that we are in a need will occur for each associate to provide Lateral Service . Our goal is to ensure that we are maximizing customer satisfaction and as a result there will be times when our associates in the operations will call upon us for support in order to ensure customer satisfaction occurs.

When we are fortunate enough for this to occur, each associate will positively respond unless there is a chance that an opportunity resulting in dissatisfying a guest could occur.

If this is the case the leader is to be notified and the level of support that is being requested will be obtained.

SUPPORTIVE FUNCTIONS :

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by management based upon the particular requirements of the company.

Banquet :

• On-going staff training using Microsoft Word and Delphi.
• Add new staff to Delphi / Network.
• Network Backup / Restore tape.
• Cancel bookings / change status in Delphi.
• Run daily event reports
• Update Performance Summary Report.
• Data Entry of associate meetings in Delphi.
• Setup / delete and print new booking auto traces in Delphi.
• Event data entry of new bookings into Delphi.

Sales :

• Audits guest checks and department charges and files to ensure accuracy.
• Supervises staff in creation and distribution of accurate written materials.
• Ensures that contracts, menus, letters and reports are completed according to Trump National Doral - Miami standards and policies.
• Compiles Food and Beverage report on conventions.
• Performs other duties and responsibilities as assigned or required.

PHYSICAL REQUIREMENTS :

Frequency Key :

Never - 0 hours; Rare - up to 1 hour; Occasional - 1-3 hours; Frequent - 3-6 Hours; Constant - 6-8 hours

Physical Activity Frequency

Sitting Frequent

Walking Frequent

Climbing stairs Occasional

Standing Constant

Crouching / Bending / Stooping Frequent

Reaching Constant

Grasping Constant

Pushing / Pulling Frequent

Near Vision Constant

Far Vision Constant

Hearing Constant

Talking Constant

Smell Never

Lifting / Carrying up to 25 lbs. Rare

Travel Rare

Taste Rare

OTHER DUTIES :

Assimilate into Trump National Doral - Miami Cultural Foundation through understanding, supporting and participating in all elements of the Trump Cornerstones.

Demonstrate working knowledge of the service standards.

SAFETY REQUIREMENTS :

OSHA laws require the use of the following Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety :

Back safety belt, protective gloves and eye protection may be required on rare occasions.

Associates will be trained in the proper use and care of assigned PPE. The resort provides the required PPE. It is your responsibility to report defective damaged or lost PPE, or equipment that does not fit properly, to your Leader.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY :

• Must have extensive knowledge of Food and Beverage etiquette, guest relations and service standards.
• Must always be ready to anticipate client and guest needs well in advance.
• Ability to read, listen and communicate effectively in English both verbally and in writing in order to prepare official memorandum and correspondence as well as provide clear and meaningful instructions, guidance and counseling to all associates.
• Ability to analyze guest needs and negotiate pricing.
• Provide a problem free experience for our clients while providing the highest standards of service without sacrificing quality.
• Return all phone calls on the same day and demonstrate timeliness in getting proposals to client.
• Oversee assigned group functions when they are in house.
• Always maintain a professional image in appearance / attire and conduct when dealing with meeting planner and resort associates.
• Basic mathematical skills to complete reports and working knowledge of financial statements and forecasting techniques.
• Strong computer skills including Excel and Word.
• Ability to work under pressure and deal with stressful situations during busy periods.
• Interpersonal skills to provide overall guest satisfaction.

QUALIFICATION STANDARDS :

EDUCATION :

High School graduate or equivalent required.

College degree preferred.

EXPERIENCE :

Two years combined prior catering and supervisory experience preferred.

LICENSES OR CERTIFICATES :

No special licenses required. CPR certification and / or first aid training preferred.

GROOMING :

All associates must maintain a neat, clean and well-groomed appearance (specific standards available).

OTHER

Applicants with additional language skills preferred.