Conference Services Manager

Position Summary

The primary role of a Conference Service Manager is to effectively coordinate and service group events through partnership with the Sales team to ensure smooth transition from sales phase to in-house event.

Essential Duties and Responsibilities:

  • Deliver excellent customer service in an efficient manner.
  • Responsible for working with the client and in-house departments for the servicing and coordination of all details for group related business from the Sales Departments.
  • Work closely with group sales managers on all definite group business to ensure smooth transition for detailing client’s needs.
  • Handle all details of definite groups including menu planning, up selling of food and beverage, issuing Banquet Event Orders and obtaining guarantees, changes, distribution of group resumes, VIP’s, client introduction, and rooming lists from the client.
  • Block detailing including porterage, gift bag drops and all other special needs.
  • Handle billing procedures and all other matters from the point where the Sales Manager turns the business to definite.
  • Ensure all information is accurate in Delphi to assist with rooms, food and beverage, and rental forecasting.
  • Attend weekly BEO meetings, weekly sales meeting, and weekly Resume meeting.
  • Input feedback in Delphi account notes to better serve the guest for repeat business.
  • Handle any billing questions and work with accounting to resolve any issues. Review billing with onsite client daily to ensure accuracy, limiting potential for rebates.
  • Attend client meetings and entertain clients with Sales Manager as needed.
  • Assist with administrative duties as needed (faxing, filing, copying, scanning).
  • Maintain accurate filing, record keeping and data entry.
  • Maintains a high level of confidentiality with all employer/vendor information.
  • Maintain professional appearance and uniform standards.
  • Develop and maintain positive communication and teamwork with all co-workers and supervisors.
  • Follow all policies and procedures put forth by the Ambassador Chicago.
  • Other duties as assigned by Director of Sales.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Bachelors or Associates Degree in related field preferred; 1 – 3 years of prior Hospitality/Tourism experience in a Front Office or Sales and Catering role (ie Front Office Agent, Catering/Sales Coordinator, Conference Services Manager, etc)

Language Skills:

Ability to read and interpret work documents. Ability to effectively present information and thoroughly answer questions in one-on-one and small group situations to customers, clients, and other employees of the organization in English.

Reasoning Ability and Computer Skills:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Ability to efficiently use Microsoft Office programs.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to sit, stand or walk for an extended period of time. The employee will be required to view and work on a computer screen for the duration of shift (8 hours or longer). Move, lift, carry, push, pull, and place objects weighing less than or equal to 15 pounds without assistance.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

Decisions and criteria governing the employment relationship with all employees at Ambassador Chicago are made in a non-discriminatory manner, without regard to race, color, creed, religion, national origin, sex, marital status, pregnancy, disability, sexual orientation, gender expression, veteran status, age, FMLA status, or any other factor determined to be unlawful by federal, state or local statutes.

Ambassador Chicago JDV by Hyatt

1301 North State Parkway

Chicago, IL 60610

Telephone (312) 787-3700