Conference Services Manager
Company: Sheraton Panama City Beach Golf & Spa Resort
Location: Panama City
Posted on: November 22, 2021
REPORTS TO: Director of Sales & Marketing
-Manage, coordinate, and execute catering and social events as
assigned. Monitor all contractual agreements pertaining to guest
room blocks, meeting space, food and beverage and special
concessions. Effectively communicate to all hotel departments the
information necessary to successfully execute the event's needs
while maintaining a good client relationship. Oversee client
functions to ensure customer satisfaction.
-Become an extension of the client by disseminating all event
requirements to the respective departments in the hotel. Ensure the
timely distribution of all communication to the appropriate
departments and be the on-site contact for the client during their
-Produce communication documents of all event
assignments/activities/expectations and maintain detailed files,
records and trace systems. Verify all space requirements and
meeting room set-ups with client and ensure that event space needed
is properly maintained and in good condition.
-Make sure that all special arrangements, food and beverage needs
and requests are set up and that all event agreements are signed by
authorized representatives. Determine revisions in agendas,
reconfirm space blocked in computer system and release any space no
-Finalize the program/agenda with client and check all scheduled
functions one hour prior to the starting time. Achieve and/or
exceed budgeted sales and operate within budgeted guidelines by
maintaining effective controls.
-In addition, review function sheets and work with the appropriate
departments to assure quality and satisfaction. Additional
responsibilities will require maintaining positive guest and
employee relations. Ensures prompt, courteous and proper
-Perform administrative duties relevant to account responsibilities
in compliance with corporate guidelines. Document and organize
detailed requirements of each function. Coordinate activities of
various departments to service accounts, such as directing room
service in the creation and delivery of guest amenities.
-Ability to produce creative custom menus based on the client's
needs and wishes.
-Establish rapport with and entertain social clients while
promoting hotel facilities and services. Conduct walking site tours
-Advise ability to accommodate client demands including wedding
party requirements, fit of available space and coordinate materials
with outside vendors including florists, officiants, entertainment
and others as needed. Assist in promoting resort, developing leads
and securing rebookings.
-Plan and conduct tastings with clients and respective departments
-Document tracking of event activity. Access and input data into a
computer system to generate account history reports.
-Communicate both verbally and in writing to provide clear
direction to staff.
-Comply with attendance rules and be available to work on a regular
-Perform other job related duties as assigned.
Requires progressive experience in event planning and at least 2
years in hotel conference services management or venue management
role with similar sized property. Prefer full service resort
REQUIRED SKILLS AND ABILITIES:
Must have the ability to communicate in English. Self-starting
personality with an even disposition. Maintain a professional
appearance and manner at all times. Can communicate well with
guests. Must be willing to "pitch-in" and help co- workers with
their job duties and be a team player. Knowledge of food and
beverage is a plus. Ability to utilize a moderately complex
computer system. Ability to effectively deal with internal and
external customers, some of whom will require high levels of
patience, tact and diplomacy to defuse anger, collect accurate
information and resolve conflicts. Knowledge of a hotel structure
and how all departments interact. Ability to effectively
communicate with customers in a friendly and positive manner, in
order to solicit business, meet client needs and resolve
complaints. Ability to work flexible schedule to include work weeks
over 45 hours per week, nights, weekends and holidays, as well as
being able to work shift standing on feet and walking throughout
hotel or sitting for long periods of time.
Our customers are what we are about. One of the keys to a positive
guest experience is positive interaction with Crescent staff. It is
essential that you remain professional at all times, and that you
treat all guests and associates with courtesy and respect, under
all circumstances. Every Crescent associate is a guest relations
ambassador, every working minute of every day.
In order to maintain a positive guest and associate experience,
your work habits should always meet and strive to exceed hotel
standards for work procedures, dress, grooming, punctuality and
attendance. You should be adaptable to change in your work area and
in hotel procedures with a willingness to learn new skills and/or
improve existing ones, have the ability to solve routine problems
that occur on the job and ask for help whenever you are not sure
how to do something.
Safety & Security:
The safety and security of our guests and associates is of utmost
importance to Crescent. Every Crescent associate should adhere to
the hotel security policies and procedures, particularly regarding
key controls, lifting heavy objects, using chemicals, and
effectively reporting safety hazards and safety concerns.
Keywords: Sheraton Panama City Beach Golf & Spa Resort, Tallahassee , Conference Services Manager, Executive , Panama City, Florida
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