Conference Services Manager

Company: Sheraton Panama City Beach Golf & Spa Resort
Location: Panama City
Posted on: November 22, 2021

Job Description:

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 event/s.


-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 longer required.


-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 service.


-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 throughout property.


-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 as needed.


-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 basis.


-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 experience.

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.

PERFORMANCE STANDARDS

Customer Satisfaction:

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.

Work Habits:

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