Conference Services Manager- The Westin Nova Scotian
2 months ago
Conference Services Manager- The Westin Nova Scotian #3680
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The Westin Nova Scotian
Position Type
Full-Time Exempt Manager
Job Description
Conference Services Manager- The Westin Nova Scotian
Are you a meticulous planner? Does putting together a large party or meeting challenge you while seeing a small function go off perfectly gives you satisfaction? Do you like to be the go to person to make magic happen? Then maybe the role of Conference Services Manager is right for you. This role coordinates and executes all aspects of a meeting plan to ensure total client satisfaction including set up, meal functions, room reservations, group billing and any recreation arrangements. You are the liaison between the client and the hotel to ensure the function goes off without a hitch. As Conference Services Manager you will:* See the Vision --- it is your job to ensure the smooth operation of business functions, following the BEO and communicating to the various departments at the hotel exactly what it is the meeting planner expects.
* Elevate the Vision -- use your experience, knowledge of your property's abilities and passion to elevate the guest experience and optimize the tools/space you have. Manage each aspect of the event. Ensure you are listening to the client regarding their needs/desires and then delivering.
* Have the Buck Stop with You -- if anything goes contrary to plan, take personal ownership, fixing what you can and meeting with the client "post-convention" to discuss the challenges encountered (and hopefully overcome).
* Be a Cheerleader --inspire the staff with your "can do" attitude so you are a role model for all to follow.
* Be a Safety & Security Agent -- follow your hotel's established safety and security policies & procedures. Anticipate problems and call management as needed.
- At least 2 years previous expreience in Hotel Catering or Event Management position required.
- Degree in Hotel Management preferred.
- Excellent customer service and communication skills required.
- Ability to work in a fast-paced environment required.
- Ability to work flexibile hours with minimal notice required. Long hours sometimes required.
- Knowledge of Marriott's Sales & Catering CI/TY system considered an asset.
- Food and beverage knowledge.
Duties & Functions
- Approach all encounters with guests and employees in a friendly, service oriented manner
- Maintain regular attendance in compliance with New Castle standards, as required by scheduling which will vary according to the needs of the hotel
- Maintain high standards of personal appearance and grooming, which include wearing the proper uniform and name tag when working
- Comply at all times with New Castle standards and regulations to encourage safe and efficient hotel operations
- Contact client and confirm program, i.e., dates, times, function space requirements, expected attendance
- Assist client with guest room reservations, accounting procedures, food & beverage selections, audio visual needs, equipment rental, vendor referrals, transportation, recreational activities, and any other assistance needed
- Maintain pricing integrity and propose upscale menus for all groups
- In timely manner per standard, prepare Event Orders for all functions, prepare group resume and work with all departments of hotel involved in execution of respective functions
- Compile weekly and monthly updates of revenue forecasts on a group-by-group basis and revise as necessary
- Know relevant policies – Menu and Pricing, Food Handling, Lost & Found, Cancellation, Service Charge, Guarantee, Payment, Shipping/Receiving, etc.
- Services groups turned over from the Sales Department
- Follow through with reservations, confirmations and methods of payment
- Create proforma invoices and ensure payment is received
- Interfaces with clients to determine their group requirements
- Coordinates with other hotel departments as well as outside vendors (including AV) to meet the group requirements
- Prepare group resumes and food & beverage BEOs in accordance with client specifications
- Insures guest satisfaction from inception of the group until check out
- Coordinates, inputs and manages all guest room blocks
- Coordinates all meeting space and food & beverage functions with the Banquet Manager
- Coordinate special guest room amenities with the Executive Chef
- Coordinates food requirements for meetings with the Executive Chef
- Inspects all meeting rooms for cleanliness and proper setup; oversee banquet/convention set up staff
- Conducts pre-convention meeting prior to the groups arrival as needed
- Conducts exit interviews with clients & Pre/post event surveys
- Reviews charges with client to ensure accurate billing
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