Conference Service Manager

4 weeks ago

Calgary Alberta DJ, CA Pomeroy Lodging LP Full time

We are looking for a Conference Service Manager to join our team

Are you a detail-oriented and energetic individual who thrives in social settings? This is the perfect job for you

Achieving Excellence

As the Conference Service Manager, you will be responsible for ensuring the seamless execution of conferences, meetings, and events, and building lasting relationships with clients. Your responsibilities will include coordinating sales activities, managing client communication, and ensuring seamless collaboration between various departments and external vendors to exceed customer expectations.

Key Focuses

Client Relationship Management

  • Serve as the primary point of contact for event clients, ensuring their needs and expectations are met throughout the planning and execution process.
  • Respond promptly to inquiries and provide accurate information.
  • Develop and maintain strong relationships with clients to understand their needs and preferences.

Event Planning:

  • Collaborate with clients to understand their event requirements, including room setup, audiovisual needs, catering preferences, and any additional requests.
  • Assist AV company with AV requirements on behalf of the clients.
  • Attend weekly Banquet Event Order and Group Resume meetings.
  • Respond to banquet/catering inquiries via phone, schedule appointments, provide facility tours to clients, process deposits upon agreement signing, and maintain client/event files.
  • Prepare floor plans, cost estimates, and billing invoices, ensuring thorough follow-up with clients post-conference.

Sales Support

  • Assist the sales team in preparing proposals, contracts, and presentations.
  • Coordinate and schedule sales appointments, ensuring that all necessary materials and resources are available.

Event Coordination

  • Collaborate with various departments to coordinate events, meetings, and site visits.
  • Coordinate site inspections for new business and preliminary site inspections for Senior Sales Manager.
  • Collaborate with clients on menu planning and food & beverage selections, providing expert advice on pricing and ensuring all event details are effectively communicated and seamlessly executed.
  • Ensure fulfillment of client needs and requirements while maintaining a visible presence on the floor during conventions and conference meetings, and anticipate any necessary changes.

Administrative Tasks

  • Maintain accurate and up-to-date client databases and sales records.
  • Prepare regular sales reports and contribute to forecasting activities.

Communication

  • Facilitate communication between the sales team and other departments, ensuring smooth information flow.
  • Handle client inquiries and issues promptly, escalating as needed.
  • Communicate all changes on Banquet Event Orders to other departments.
  • Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees.

Experience/Passions/Education

  • Post-Secondary Diploma/Degree in a Hospitality/Tourism field.
  • Proven experience as a Conference Service Manager or in a similar role within the hospitality industry.
  • Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously.
  • Excellent communication and interpersonal skills, with the ability to build and maintain positive relationships with clients, colleagues, and vendors.
  • Detail-oriented with a focus on delivering high-quality service and exceeding client expectations.

Working Conditions

This position will be based in a fast-paced office environment with office hours Monday to Friday, 8 am – 5 pm. Occasional weekends and evenings on-site will be required to support social functions or meetings and to meet with the convenor to ensure a smooth event. This role will demand the ability to multi-task and stay organized, with a focus on incoming calls.

About Westin

At Westin, we understand each guest is unique; hence, we customize care and attention to create a personalized and distinctive experience. We believe in proactively meeting guest needs and not just reactively. We offer our guests countless opportunities to maintain their well-being while restoring a sense of control so that they leave feeling better than when they arrived. We are looking for enthusiastic candidates who are willing to be a part of the most preeminent wellness brand in hospitality, empowering guests to enhance their well-being when they need it most.

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