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Conference Services Manager

Medical, Dental and Vision Insurance Health Savings Account with Company Match 401(k) Retirement Plan with Company Match, Paid Vacation and Sick Days Sonesta Hotel Discounts Educational Assistance, Paid Parental Leave

Posted September 23, 2022

The Clift Royal Sonesta Hotel
San Francisco, CA
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The Conference Services Manager is responsible for delivering on the contract executed between the hotel sales team and the client, it is a critical position to insure the success and strategies of the Sales effort.

Compensation

Highly competitive and commensurate with experience

About This Job

Job Description Summary

The Conference Services Manager is responsible for delivering on the contract executed between the hotel sales team and the client. Critical to the success of this position is effectively selling the hotel’s public space, food and beverage, and function planning services to maximize revenues and profits for the hotel. This position establishes new accounts, generates revenues, monitors booking pace, and assists in obtaining repeat business resulting from the quality service experience.

Job Description

  • Maintain a high level of attention to detail and accuracy of communication between hotel staff and client
  • Organize, facilitate, and execute Pre-con meeting between the hotel staff and client.
  • Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines. 
  • Confirm in writing to the client and all affected hotel departments all group requirements via sales contract terms, addendums, confirmation of pricing, group resumes, and/or banquet event order. 
  • As needed, assist the client in menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room set-up, group room blocks and VIP services, etc. 
  • Work with sales staff to service and solicit new business. 
  • Up-sell client events and manage function space and room block inventory as assigned.
  • Work closely with other hotel departments to facilitate services agreed upon by the sales office and prospective clients. 
  • Prepare and distribute amenity request forms for specified clients.  Obtain designated approvals and follow-up on delivery.
  • Check function room set ups prior to guest arrival, ensuring all details align with client’s requirements and hotel standards.  Ensure deficiencies corrected by appropriate personnel.
  • Work with other Banquet managers and keep them informed of F&B issues as they arise.
  • Keep immediate supervisor fully informed of all problems or matters requiring their attention.
  • Monitor quality of service in Banquets.
  • Know meeting room sets and capabilities.
  • Plans and coordinate details, diagrams, and resume information for meetings
  • Meet and greet in-house guests upon arrival, review the course of events, and introduce other staff members (banquet manager, captain, etc.)
  • Develop menus and agendas, ensure BEOs are issued and complete all pertinent correspondence with outside vendors. 
  • Communicate all changes on Event Orders to other departments.
  • Maintain current information and monitor booking trends to produce forecast figures and month-end reports for groups.
  • Monitor group booking pace, forecast, and expectations.
  • Handle inquiry calls and outside sales calls for affiliate or ICW events. 
  • Follow through to Maintain pricing integrity and propose up-sell menus for all groups.
  • Acts as on-site contact for meeting and meeting groups and larger groups.
  • Interact with outside planners and vendors for special events.
  • Follow up with client contact at the end of each meeting to ensure satisfaction and obtain feedback.
  • Maintain a high level of attention to detail and accuracy of data input.
  • Manage the Passkey system
  • Monitor group housing pick up through third party sites to ensure accuracy of rates, images, and contract terms.
  • Utilize systems related to your job functions including but not limited to Delphi, OPERA, Synxis, Passkey, third party housing sites.
  • Ensure reservation links built, accurate, working, and the reservations are being managed according to the terms of the contract.
  • Ensure cutoff dates, attrition summary, group guarantees are all communicated between the hotel and the client.
  • Ensure that we are accurately loading the contracted room block, rate, terms, and concessions.
  • Coordinate billing and securing method of payment for group reservations using the CeloPay system
  • Follow through and detail every group master. 
  • Build group sub-blocks or affiliates to deploy the standard business strategy for each group type (call-in, rooming list, wedding, etc.). 
  • Manage inventory, keeping it in sync between Opera and Synxis. 
  • Manage reservation links and test prior to sending to client and/or Meeting Planners. 
  • Manage rooming lists. 
  • Manage primary inventory to ensure room availability to appropriate contracted inventory. 
  • Initiate the production of invoices for clients.
  • Ensure compliance with all local liquor laws and health and sanitation regulations.
  • Comply with weekly and monthly forecasting procedures.
  • Be involved in and conduct departmental and hotel training.
  • Assist in planning and executing special events.
  • Use feedback from Meeting Planner Evaluations to improve service quality.
  • Attends weekly resume meetings, training programs, and other meetings as designated.
  • Provide input to the Director of Sales & Marketing relating to guest comments and observations.
  • Other duties as assigned.

Qualifications and Requirements

  • At least three years of progressive experience in a hotel or related field or a bachelor’s degree 
  • Or a 2-year degree and one or more years of related experience,
  • Strong organizational skills.
  • Ability to prioritize tasks.
  • Strong computer and data entry skills.
  • Ability to read group contracts and recaps, and format according to requirements of contracts.
  • Ability to effectively deal with customers, some of whom will require high levels of patience, tact, and diplomacy to defuse anger to collect accurate information. 
  • Ability to access, read and accurately input information using moderately complex computer systems. 
  • Ability to adhere to Sonesta grooming standards.
  • Ability to utilize communication equipment (telephones, radios, computers, etc.).
  • Ability to communicate clearly and effectively with guests in English.
  • Ability to interact with guests and other employees in a courteous, empathetic, and discreet manner.

Additional Job Description

Benefits

Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

  • Medical, Dental and Vision Insurance
  • Health Savings Account with Company Match
  • 401(k) Retirement Plan with Company Match
  • Paid Vacation and Sick Days
  • Sonesta Hotel Discounts
  • Educational Assistance
  • Paid Parental Leave
  • Company Paid Life Insurance
  • Company Paid Short Term and Long Term Disability Insurance
  • Various Employee Perks and Discounts

Upon submitting your application, please ensure you complete a full application in addition to attaching a resume. Incomplete applications received will not be considered. 

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About this Employer

The Clift Royal Sonesta Hotel

495 Geary Street
San Francisco, CA 94102

(415) 775-4700

372 Room Hotel

www.sonesta.com

About Our San Francisco Hotel

With a nod to our storied past, we've launched updated guest rooms and an all-new modern lobby experience.  With a nod to our iconic past, the hotel’s updates include dramatically updated guest rooms, an all-new modern lobby experience, Fredericks, a new eatery and café, and the famous Redwood Room - all one block from Union Square. Designed for engaging experiences, The Clift is a place that uncovers the past and embraces the accelerating pace of the future.

Classic and contemporary, the The Clift Royal Sonesta Hotel San Francisco provides a wide array of amenities and services to make your stay comfortable. From a Peloton Suite Package, to our multiple dine & drink experiences, we aim to offer one of the most enjoyable hotel stays you’re likely to ever have.

Hotel amenities include:

In-Room Dining

12,524 square feet of function and event space

Valet parking

24-hour fitness center with Peloton

Concierge services

Dog-friendly

Hotel Highlights

Over a century old, The Clift hotel was originally constructed for the Panama-Pacific International Exposition in 1915

The hotel has many years of history, with specific design touches to serve as a nod to the past

The Clift is home to the famous “Big Chair.” The French embroidery has recently been updated with a modern silver upholstery but the wink to guests remains underneath the chair

Be welcomed to the hotel lobby with a series of warm neutrals with light driftwood, rich charcoal grays and metallic bronze accents

Design elements emphasize the original wall textures and original exposed brick

Pet-friendly*