Conference Services Manager

Conference Services Manager

Consistently ranked among Canada's finest, the Oak Bay Beach Hotel was recently voted #1 Hotel in Western Canada by Condé Nast Traveler's 2024 Readers' Choice Awards. Nestled on the shores of Vancouver Island, our independently owned luxury boutique hotel features 100 guest rooms, a world-class spa, and exceptional dining experiences, including extraordinary group events overlooking the Salish Sea.

The Conference Services Manager leads the planning and execution of group business and events at the Oak Bay Beach Hotel, ensuring every detail reflects our refined approach to luxury and heartfelt hospitality. As the primary liaison for multi-day and large-scale groups, this role collaborates across departments to bring memorable events to life, from first inquiry to final farewell all while driving efficiency, profitability, and guest satisfaction.

Reporting to the Director of Sales & Marketing, the Conference Services Manager builds strong client relationships, ensures flawless communication and documentation, and provides operational leadership that supports the hotel's continued success.

Responsibilities:

Event Planning & Client Management

• Serve as the main point of contact for multi-day and large group programs transitioned from Sales, ensuring a seamless hand-off from sales to service.
• Plan and confirm all food & beverage, meeting space, and operational details for assigned group events.
• Create accurate and detailed BEOs and Group Resumes, distributing to all departments in a timely manner.
• Conduct pre-arrival communication and greet or host clients onsite wherever possible.
• Lead site tours for prospective and repeat clients, highlighting the hotel's unique spaces and personalized service offerings.

Financial & Administrative

• Ensure deposit and billing processes are accurately followed and deadlines met.
• Collaborate with Finance to reconcile post-event revenues and prepare timely, accurate billing.
• Provide monthly reporting on business activity, forecasts, challenges, and opportunities; contribute to annual budgeting and financial insights.

Operational Leadership & Communication

• Lead weekly BEO / Group Resume meetings to ensure alignment on upcoming business and operational priorities.
• Partner with Banquet and Culinary leadership to evaluate service delivery and overall event success.
• Maintain current event capacities, fire-code compliance, and space capacity guidelines.
• Identify pace-related risks and recommend blackout dates or strategic focus periods in partnership with the DOSM.

Business Development & Market Awareness

• Attend industry events and engage with professional associations to strengthen community presence.
• Develop and maintain strong vendor partnerships; manage contracts and billing for the third-party AV provider.
• Monitor competitor offerings and emerging trends to inform menu, program, and experience innovation.
• Work collaboratively with Sales & Marketing to identify opportunities for repeat business and client retention.

Team Leadership

• Provide proactive leadership and workload management for the Event Planner, ensuring priorities and deadlines are achieved.
• Foster skill development through coaching, feedback, and ongoing performance conversations that encourage growth and accountability.

Qualifications:

• Diploma or degree in Hospitality, Event Management, or a related field.
• 3–5 years of conference services or event management experience in a luxury hotel or resort environment.
• Strong administrative and financial acumen with exceptional attention to detail.
• Excellent communication, organization, and relationship-building skills.
• Proficiency with Opera PMS, OSEM, and the Microsoft Office Suite (Excel, Outlook, Word).
• Flexibility to work evenings and weekends in alignment with business needs.
• A proactive, collaborative leader with a passion for delivering exceptional guest experiences.

Our Values

At the Oak Bay Beach Hotel, we believe in Refining Luxury, Engaging Authentically, and Inspiring Wellbeing. We welcome leaders who bring creativity, integrity, and warmth to everything they do — elevating both guest and team experience through genuine connection and professional excellence.

Job Types: Full-time, Permanent

Pay: $57,000.00-$67,000.00 per year

Benefits:

• Company events
• Dental care
• Disability insurance
• Discounted or free food
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Tuition reimbursement
• Vision care

Work Location: In person