Conference Services Manager

Job Summary

L'Auberge de Sedona is a Forbes 4 Star resort located on the banks of Oak Creek in the majestic Red Rock Country of Sedona, AZ.

The Convention Service Manager is responsible for planning, organizing and managing the in house details for weddings and corporate groups.  Focuses on the execution of all aspects of event planning including coordination from VIP needs, amenities, group resumes, and rooming lists. 

Responsibilities

Qualifications

• Experience in a hotel or a related field preferred.
• High School diploma or equivalent required.
• Must be proficient in Windows operating systems
• Must be able to convey information and ideas clearly.
• Must be highly organized and able to multi task.
• Must be able to work a flexible work schedule that will include nights and weekends.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful high pressure situations.
• Must maintain composure and objectivity under pressure.
• Must be effective in handling problems in the workplace including anticipating preventing identifying and solving problems as necessary.
• Must have the ability to assimilate complex information data etc. from disparate sources and consider adjust or modify to meet the constraints of the particular need.
• Must be effective at listening to understanding clarifying and resolving the concerns and issues raised by coworkers and guests.
• Must be able to work with and understand financial information and data and basic arithmetic functions.

Responsibilities

• Approach all encounters with guests and employees in an attentive friendly courteous and service-oriented manner.
• Maintain regular attendance in compliance with Aimbridge Hospitality standards as required by scheduling which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming which include compliance with the Aimbridge Hospitality dress code and wearing name tag when working (per brand standards)
• Comply at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
• Comply with certification requirements as applicable for position to include: Food Handlers Alcohol Awareness CPR and First Aid.
• Comply with attainment of individual booking goals
• Maintain Sales files in an organized fashion and as per specified standards.
• Maintain Accounts Coverage Program.
• Complete monthly competition statistics of all area hotels and turn into the Director of Sales by the fifth of each month.
• Complete all 'Month End' reports for the Director of Sales and send to Corporate by the 5th of each month.
• Type and process all contracts proposals memos and general correspondence for sales staff.
• Type and distribute all banquet event orders banquet checks and Daily Event Sheets for the Catering Manager.
• Assist with the administration of the checkbook accounting system as directed by the Director of Sales.
• Order and maintain all Sales forms and collateral as specified and participate in monthly inventory counts.
• Answer phones for sales/catering staff if not picked up by third ring; Record messages as appropriate
• Conduct monthly audit in Delphi system for Critical Dates Double bookings rate discrepancies print daily reports for DOS as needed and requested via Delphi and On Q.
• Assist the Transient Sales Manager with processing distribution and maintain a follow up trace system for all RFP's as directed by DOS
• Maintain trace system for all Sales and Catering Mangers and DOSM in respect to monthly commission/rebates for said groups. Ensure check requests W9's and PO's are copied and filed in Sales Checkbook and distribute to Accounting as received or said trace dates established.
• Oversee and maintain efficient operation of the e-mail system.
• Maintain GRC log audit monthly for accuracy and update accordingly for booking status per Sales Manager
• Consults with representatives of client group or organization to plan details such as number of persons expected display space desired and food service schedule.
• Plans coordinates and implements special events and other meetings conferences and special projects.
• May be expected to perform initial contract negotiations and vendor service agreements up sell food and beverage
• Notifies various department heads of arrangements made
• Coordinates and organizes Pre and Post Cons
• Creates and distributes weekly group resumes for all Sales bookings.
• Works directly with Banquets and AV per clients needs.
• Inspects rooms and displays for conformance to needs and desires of group.
• Arranges publicity special functions adjusts complaints and performs other duties to promote goodwill.
• Complete and pass requested system training to assist with daily job per the DOSM request.
• Attend monthly all-employee meetings and any other functions required by management.
• Attend weekly F&B meeting.
• Attend monthly F&B promotional meeting.
• Be familiar with all Aimbridge Hospitality sales policies and house rules.
• Ensure employees are at all times attentive friendly helpful and courteous to all guests managers and fellow employees.
• Meet and greet onsite contacts.
• Abide by Prime Selling Time (PST).
• Order all A/V equipment for functions (if applicable).
• Handle inquires as part of Inquire Day Program.
• Any other duties as required.