Conference and Event Manager

Atrium Hospitality - Jefferson City, MO

Full-time - Mid Level

Jefferson City, MO

Accommodation

About the position

As the Conference and Event Manager (CEM) at Jefferson City Capitol Plaza, your primary responsibility is to serve as the vital link between our clients and the hotel operations team. This role is crucial in ensuring that events are meticulously planned and executed, enhancing the overall guest experience while optimizing revenue opportunities for the hotel. You will manage group and event sales bookings, ensuring that every detail is attended to and that all client expectations are met or exceeded. Your efforts will not only impact our guests but also contribute positively to our associates and the local community. In this position, you will be tasked with a variety of responsibilities that include direct communication with clients to prepare and finalize event documents, overseeing the distribution of Banquet Event Orders (BEOs), and presenting clients with potential upgrade opportunities. You will also be responsible for monitoring guest room blocks and ensuring adherence to contracts, while alerting clients about potential attrition charges. Payment management is another critical aspect of your role, as you will supervise the entire client payment process from initial deposits to final billing. Additionally, you will utilize hotel sales and catering software to document interactions and manage vital documents related to events. Engaging with clients during key event moments and coordinating on-site tours will be essential to ensure that all details are executed flawlessly. You will collaborate closely with the Director of Events and the Director of Sales & Marketing to support various sales activities, including guiding site tours and promoting catering events. Regular audits of banquet checks against the sales system will be necessary to ensure accurate revenue posting, and you will review the final bill upon event completion to ensure alignment with our group closing checklist. Your role will also involve processing commission payments and managing brand loyalty points for meeting planners, addressing any discrepancies that may arise. Active participation in meetings related to BEOs, group resumes, and post-event reviews will be expected, ensuring that you are always prepared to discuss the specifics of assigned groups. Overall, your role as a Conference and Event Manager is pivotal in delivering exceptional service and ensuring the success of every event held at our hotel.

Responsibilities

• Directly communicate with clients to ensure all event documents are comprehensively prepared and finalized.
• Oversee the timely distribution of Banquet Event Orders (BEOs) in line with hotel deadlines.
• Present clients with potential upgrade opportunities, collect necessary agreements and deposits, and consistently communicate on group arrangements.
• Partner with hotel staff for pre-and post-event meetings including BEO review, guaranteeing client satisfaction and collating feedback.
• Monitor guest room blocks, ensuring contract adherence and optimizing revenue opportunities.
• Monitor guest room allocations to ensure contract compliance while capitalizing on revenue opportunities.
• Supervise the entire client payment process, from initial deposits to the final bill.
• Utilize the Hotel Sales & Catering software to meticulously document interactions and attach vital documents such as BEOs, payment forms, diagrams, and agendas.
• Coordinate on-site tours and virtual client meetings, and be on-hand during key event moments to engage with clients.
• Collaborate with the Director of Events and Director of Sales & Marketing in various sales activities, including guiding site tours and promoting catering events.
• Regularly audit banquet checks against our sales system to ensure accurate posting of revenues.
• Review the full bill upon event completion, ensuring alignment with our group closing checklist.
• Process commission payments using the brand's commission system and award brand loyalty points to meeting planners.
• Actively engage in the BEO, Group Resume, Pre-Con, Post Con and Group Scrub Meetings.

Requirements

• Minimum two (2) years of Conference & Event servicing experience or two (2) years in hotel Event Services, Banquet, or Group Sales or an equivalent combination of education and experience.
• High school diploma or equivalent.
• Proficient in Microsoft Office.

Nice-to-haves

• Prior experience with the Group, and/or Local Social Event market segments.
• Bachelor's degree in Business Administration, Marketing, Hotel and Restaurant Management, or related major.
• Certified Meeting Professional (CMP) certification.
• Demonstrated experience with industry specific sales and catering programs including Delphi.FDC (Salesforce) and/or CI/TY (Marriott), and Diagramming Tools like Social Tables.

Benefits

• Daily Pay
• Significant Travel Discounts on Marriott and/or Hilton properties
• 401k Plans
• Medical Insurance
• Other property specific benefits