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Conference Services Manager

Company: Cape Codder Resort & Spa
Location: Barnstable
Posted on: January 20, 2023

Job Description:

The Cape Codder Resort & Spa is currently seeking a conference services manager to join its sales team. The Cape Codder is a 266 room property with over 20,000 square feet of meeting and event spa, water park, spa, and two onsite restaurants. The property is beginning a $22 million renovation in the spring of 2023, with a conversion to a Margaritaville Resort.

Job Title: Conference Services Manager
Department: Sales
Reports To: Director of Sales

Job Summary
The Conference Services Manager is the main liaison between the sales/hotel operational departments and the client. As primary contact for clients, this role is responsible for the total coordination and servicing of the clients program, including all on-site events, accommodations, meal functions and billing

Essential Duties and Responsibilities

--- Effectively up-sells throughout the pre-event and event phase

--- Areas of up-sell and cross-sell include: Room upgrades, room rental, food & beverage, audio visual, rooms and any other amenities

--- Manages group room blocks and meeting space of assigned groups as well as all room only Social and Corporate Room blocks

--- Communicates with client to ensure that the proper space is blocked communicate any changes to Director of Catering & Catering Managers to ensure smart selling

--- Organizes and conducts pre and post event meetings for assigned groups when requested by the client or hotel

--- Obtains direct billing code from Accounting prior to cut-off date, to ensure proper billing is established

--- Collaborates with Sales Managers to identify any problems and resolutions

--- Obtain rooming lists, monitor cut-off dates and billing procedures by the assigned due date and in accordance with the sales contract

--- Manages requests for additional rooms by coordinating with Sales, Reservations and Revenue Management to quote the prevailing rate

--- Educates clients on the value of the rooms above and beyond their block

--- Advises client of their contractual obligations as it relates to the performance of their program, while managing the potential attrition and food & beverage minimum commitments as outlined in the contract

--- Maintains all group files after the contract is signed and the group is turned definite by the Sales upon receiving the file, reviews the program as noted on the Delphi recaps and checks to see that it is correctly noted in the system and corresponds with the signed contract

--- Discusses discrepancies with Sales Manager

--- Creates and distributes Banquet Event Orders no more than 30 days prior to function date

--- All banquet event orders must be signed by the client prior to the event

--- This will serve as the final confirmation

--- Obtains all necessary information to complete the group resume in a timely manner, distributes group resume a minimum of 10 days prior to arrival date of the group

--- Attends and participates in weekly Sales and Revenue meetings

--- Responsible for the catering of all client food and beverage proposals

--- Responsible for the organization and distribution of Banquet Event Orders (BEO)

--- Assist in fielding all phone inquiries pertaining to Sales and Catering

--- Maintains accurate and organized files of each groups final program food and beverage consumption, attrition, no shows and final pick-up for future reference and back up

--- Displays knowledge of meeting room configuration, dimensions, and capacities

--- Works with client to educate them on preferred room sets and creates floor plans to establish feasibility of the set

--- Advises loading dock of anticipated deliveries

--- Coordinates transfer of boxes to and from meeting rooms

--- Responsible for all necessary reporting

Additional Duties

-Completes projects as determined by Director of Sales
-Actively seeks out other tasks when current work is complete
-Participates in ongoing education and training of Franchise and Hotel Management Company

Keywords: Cape Codder Resort & Spa, Nantucket , Conference Services Manager, Executive , Barnstable, Massachusetts

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