Trump International Hotel & Tower Vancouver is currently recruiting for a Conference Service Manager to join our team. As CSM you will create the desired event / conference and meet clients' needs through active communication, planning, and teamwork.
The Conference Service Manager will be responsible for the overall operation of all events that occur at the Hotel. This involves managing the day of the event, the pre-
event planning / preparation as well as post event billing and guest feedback. The focus of the role will be to monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage and special concessions.
This role works closely with the Executive Chef and Banquet’s Director and contributes to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values.
Responsible for preparing all event documentation and coordinates with Sales, property departments and customer to ensure consistent, high level service throughout pre-
event, event and post-event phases of property events. Ensures their property events have a seamless turnover from sales to service back to sales.
Recognizes opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events.
The key responsibilities of the Conference Service Manager include but are not limited to :
Reviews sales contracts as well as other important client event information - room blocks, cut-off dates, special concessions, guest room attrition clauses, deposit schedules and validates with client via turnover letter.
Monitor and enforce program deadline dates and works with clients to release meeting space not needed to maximize hotel revenues.
Maintains strong client relations and captures the client's vision and effectively conveys the specifications to appropriate hotel departments, rapidly responding to inquiries, concerns, and issues, ensuring an exceptional client experience while seeding future bookings.
Works closely with Sales, the client / customer and key hotel departments throughout the duration of a client’s event / conference being available to assist them at the appropriate times from pre-
arrival, during the event and post-event, ensuring a successful outcome of all programs
Monitors and manages 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.
Produces and distributes Conference Resume 7-10 days prior to first day of main group arrival and communicate any changes and updated information to hotel departments.
Assembles consistent concise banquet event orders that clearly represent a conference's every requirement for all departments and distribute BEOs for group and affiliates 6-
12 days prior to events.
Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business
Checks sleeping rooms and suite blocks, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changes.
Participates in site visits and plan meetings for upcoming groups and potential affiliate business.
Works closely with banquet department on operations and event execution, ability to quickly evaluate alternatives and decide on a plan of action.
Creates floor plans for each event to ensure banquets and clients are in agreement prior to set up
Ability to work with outside vendors to ensure client satisfaction for all events / groups.
Initiates billing procedures, ensuring any deposits and / or credit applications are received with adequate information and within an acceptable time frame
Conducts pre-conference meetings with clients and pertinent departments to confirm all relevant details are communicated
Conducts and / or attends daily meeting to review event contracts and ensure last minute changes are communicated with appropriate departments
Confirms all event related information with clients
Consistently participates in the re-booking of repeat business by having a track record of long term client relationships.
Assists other departments with internal events
Maintain the integrity of Delphi Catering systems and CRM at all times
Maintains files, records and reporting as it pertains to : budgets, contacts, planning activities, time lines, contracts, purchase orders and post meeting notes
Performs any other job related duties as assigned.
Excellent creative skills to provide innovative set-ups, menus, and functions for groups. Ability to generate creative and innovative menus while working closely with Chef on pricing specialty menus.
Experience providing Audio / Visual equipment and operating Audio / Visual as a profit center.
Excellent knowledge of computers, specifically Delphi, Word and Excel.
Thorough knowledge of sales techniques including strong closing skills as well as negotiating skills
Ability to work effectively under time constraints and deadlines.
Command of the English language both written and verbal.
Ability to execute appropriate action plans.
Experience and Knowledge
3 years’ previous experience in Event Management or Conference Services
2-year degree from an accredited university in Hotel and Restaurant Management, Hospitality, Business Administration, or related major
Luxury hotel experience strongly preferred
High School Diploma required; Bachelor's Degree preferred.
Knowledge of hotel features, benefits, and competing hotels within the market.
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 have the ability to accurately handle billingAbility to communicate clearly and speak, read, write and understand English eloquently