Conference Planning Manager - Full-time

Benchmark’s company culture is central to our management philosophy. The company’s stated purpose is “to provide an entrepreneurial environment where determined people dare to create, share, and build futures.

To be the “benchmark” by which all others are judged takes passion, courage, and dedication. We invite you to explore our extraordinary offering of unique opportunities, all with a common goal of providing an unforgettable journey.

Job Description Summary:
BASIC FUNCTION:

Plans, coordinates and ensures execution of all Conference group related activities and events. Acts as the primary liaison between the client and the staff of the property while focusing on the client’s expectations and ensures the success of events and conference groups by serving as the liaison between operating departments and client. Effectively communicate and coordinate all aspects of event planning, to include menus, activities, transport, rentals, etc. Liaison with Marketing & Sales team and operational Management team.

Job Description:

WORK SCHEDULE:

Schedule varies based on client needs and business demands.


QUALIFICATIONS:

• High School Diploma or equivalent; minimum 2 years experience in hotel, convention/conference center, preferable
• Knowledge of conference service equipment, set-up styles, and audio-visual
• Excellent computer software knowledge of Microsoft Office and Delphi; excellent verbal and written communication skills; excellent organization skills

ESSENTIAL FUNCTIONS:

• Plans and ensures execution of group event to include but not limited to dates/timing of arrival and departure, room set-ups, diagrams, audio visual/production needs, rooming lists, special needs, special events, on/off-site entertainment, transportation
• Promote the use of the property’s ancillary services (i.e. banquets, cocktail receptions and theme parties) in fulfilling the general, unique or special meeting objectives of the clients and generally promoting the property as the facility best suited to meet their meeting needs and requirements
• Promote the property in arranging and conducting site visits by key personnel of assigned accounts for the purpose of planning, organization and coordinating of all meeting needs and requirements
• Follow proper channels when seeking authorization for special rates, concessions, discounts, etc.,
• Review distribution of in-house reports to ensure consistency and completeness of information
• Attend weekly designated meetings
• Communicates effectively verbally and in writing with clients in timely manner.
• Enhances group events and department profitability by using up-selling techniques
• Communicates frequently with group contact and attendees to ensure expectations are met or exceeded.
• Responds to all client evaluations rated fair or poor.
• Performs some administrative to include distribution of event orders, reports, filing, etc.
• Coordinate meetings, conferences, in house sponsored events, holidays, VIP bookings or other special events and activities with accuracy and detailed communication.
• Clearly communicate and plan details with client and hotel departments, providing appropriate memos, Banquet Event Orders, Conference Event Orders and other communications as necessary.
• Obtain event rooming lists, monitor cut-off dates & deposits due by the due date and in accordance with the sales contract.
• Obtain appropriate approval for all purchases, rental or leasing of equipment or supportive requirements of conference groups prior to and in advance of the actual date of use.
• Keep departments promptly and fully informed of all problems or unusual matters of significance coming to his/her attention so that prompt and corrective action can be taken when appropriate.
• Maintain flexible hours to accommodate customer needs, due to the cyclical nature of the hospitality industry. May be required to work varying schedules to reflect the business needs of the business.
• Prepare detailed Event Order for events that are comprehensive and issued in a timely manner.
• Provide an accurate Event Profile that documents all aspects of a particular event, to include menus, meeting set-ups, client profiles, rooming lists, transport details, dietary needs, décor needs, specialty room drops and billing as well as other pertinent information applicable by department.
• Ability to analyze client needs and negotiate pricing and client requests
• Basic mathematical skills that may be required to complete reports.
• Ability to work under time pressures and extensive hours.
• Interpersonal skills to provide overall guest satisfaction.
• Maintain professional standards of dress and grooming which reflect a professional image.
• Keen attention to detail to not only capture the functional details but to anticipate client needs.
• Ability to effectively communicate to clients, guests and across all departments.
• Excellent hearing & listening necessary for verbal interaction with guests and associates.
• Excellent speech communication skills required for verbal interaction with guests and associates.
• Excellent literacy necessary to read BEO’s, process gratuities and invoices.
• Lifting, pushing, pulling and carrying tables, chairs, boxes (30 lb. maximum) occasionally.
• Mobility - ability to service clients on a moment notice, variable distances.
• Continuous standing/walking required for function observation, client site inspections

MARGINAL FUNCTIONS: Perform other job functions as necessary to ensure property and company goals and guest expectations are exceeded.

ENVIRONMENT: Indoor and outdoor environments, working for as long as a function lasts. Indoor working conditions include walking on a carpeted areas and vinyl areas. Outdoor working conditions include walking on cement and grass.