Conference Services Manager in AAH ADERO Scottsdale at Marriott Vacations Worldwide

Date Posted: 1/24/2023

Job Snapshot

Job Description

Are you ready to grow your dream career while making others' vacation dreams come true? Marriott Vacations Worldwide is a world premier organization for Vacation Ownership with resorts at destinations around the globe. Join our team and help deliver unforgettable experiences that make vacation dreams come true.


CONFERENCE SERVICE MANAGER


The principal role of the Conference Services Manager (CSM) is to build business relationships and maximize incoming revenues (Food, Beverage, and Room Rental) from definite group contracts. The CSM creates event experiences, which facilitate rebooking future events as a primary goal. The CSM is also the primary liaison with the hotel operations team and provides consistent feedback with key departments to ensure client success.


The CSM works closely with the Sales, Reservations, and Banquets departments to administer all logistical aspects of group contracts. The CSM is responsible in managing all client/event needs from beginning to end, including but not limited to:

  • Guestroom accommodations (communication)
  • Amenities, VIP's
  • Rooming list
  • Processing payment methods (obtain and make sure complete)
  • Vendors
  • Organization of shipments/receiving
  • Transportation (busses, shuttles), be aware so appropriate staff is alerted
  • On/off site activities,
  • Menu specifications, all F&B needs,
  • AV requirements (facilitate communication with AV company)
  • Forecasting Food & Beverage revenues
  • Any additional tasks as deemed necessary by the Director of Sales & Marketing

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

  • Meet and/or achieve budgeted banquet food & beverage goals including room rental
  • Yield sleeping room block and function space, ensuring optimization of financial return/performance
  • Monitor group room blocks and pick up (through Reservations Manager), generate detailed resumes for the operating departments.
  • Prepare resumes for groups ten days prior to group arrival and review all details at weekly resume meeting
  • Generate comprehensive Post Convention reports for departing groups for file, distribute as needed
  • Schedule Post Convention meetings with clients and hotel staff as deemed necessary to 1. Review any billing issues

2. Address any issues that may have arisen during the course of the event

3. Make every effort to rebook the event via the assigned sales manager

  • Accurately forecast Food & Beverage revenue for groups
  • Meets with potential clients to detail definite events
  • Conducts Pre-cons if appropriate and/or as requested
  • Maintains all correspondence related to group clients: group pick up reports, Banquet event orders, ensure proper billing to guest folios and master account
  • Ensures that all BEO’s and paperwork has been completed properly
  • Responsible for arranging all food & beverage details for functions assigned
  • Works with clients to prepare menus and floor plans and assists them in other needs
  • Coordinates the preparation, presentation, and service of food and beverage products of functions to ensure highest quality at all times
  • Monitor the performance of the events through verifications and analysis of customer satisfaction systems
  • Perform job functions with attention to detail, speed and accuracy.
  • Work cohesively with co-workers as part of a team.
  • Work with minimal supervision.
  • Maintain confidentiality of guest and associates information and pertinent hotel data.
  • Work well under pressure of organizing and attaining production schedules and timelines
  • Maintain complete knowledge of and comply with all departmental, divisional, and hotel policies, procedures, and standards.
  • Read, prepare and understand diagrams
  • Be familiar with all Hotel services/features and local attractions/activities to respond to guest inquiries accurately.
  • VIPs/special guests * Suggestively sell menus that meet the client’s needs and maximize revenues

What will your day be like?

  • Negotiate with clients through the use of creative and attractive menu presentations and event proposals, to achieve both maximum revenue/profit potential and fulfillment of contractual responsibilities while satisfying client needs.
  • Coordinate with the Sales Department and Catering to insure proper utilization of function space to yield maximum revenues.
  • Finalize the requirements of confirmed bookings while maximizing revenue potential through up selling and ensuring effective communication both written (Resumes, BEO, Daily Reports) and personal contact with all departments for the success of the event. Maintain an active trace/follow-up system. Ensure accuracy of Banquet Checks and provide bill review on completion of program or event.
  • Supervise the execution of banquet events. Review all function space with banquet manager and when necessary head house attendant. Ensure satisfaction of client at the outset of all events.
  • Plan and/or attend and/or participate in meetings with hotel staff and clients, including but not exclusive to: Morning Operations Briefing, Morning CS Briefing, Resume Meeting, Banquet Event Order Meeting, Sales Meeting Pre-Convention Meetings, Bi-Monthly Board of Operations, Planning Visits, and Menu Tastings.
  • Make timely and impromptu decisions, which balance client’s needs with the financial, safety and staffing goals of the hotel.
  • Find solutions to the inevitable challenges and glitches that arise while groups are on property and keep Director of Conference Services and Planning Committee promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken where appropriate.

Specific Candidate Profile

Successful candidates should possess knowledge and experience and demonstrate strong leadership and relationship skills as follows:


Education: High school degree/diploma. Some college preferred.



Experience:

  • One year experience as a Conference Service Manager or two years’ experience as a Conference Service Coordinator.
  • Experience implementing meetings, conferences etc. 
  • Expertise with Microsoft Office (knowledge of Marriott sales systems a plus)
  • Must have strong communication skills both written and verbal.
  • Must be able to work well under pressure, have excellent time management skills and able to handle multiple projects and deadlines.
  • Must be detail oriented and a creative problem solver.




Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture

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