Meetings & Conventions Manager

Description:

The Meetings & Conventions Manager manages client portfolio, builds a positive client relationship, provides excellent customer service, and coordinates all conference services requested to ensure client's satisfaction.

Responsibilities:

• Being accountable for client portfolio through client notes, binders and email folders: establish a good relationship with assigned clients
• Be familiar with all conference profiles; get to know Conference webpage as the best tool to sell accommodation and ground services
• Update the booking system (Housing & Ground services) based on sales, signed contract and any changes
• Coordinate side-nights requests and extra allotment requests with Inventory Manager
• Process all meeting/function space requests through Associate VP of Vendor Relations
• Book ground services using preferred vendors as selected by Associate VP of Vendor Relation
• Work with Associate VP of Vendor Relations to book services in cities where communication is difficult
• Work with Associate VP of Vendor Relations to resolve any major vendor issues which may arise
• Keep track of client payments and communicate with accounting regarding: deposits, full payment, additional charges, penalties, and final balances
• If going onsite, handle all pre-conference logistics prior to departure:

1. Handle all rooming list edits as requested by team members
2. Communicate with all hotels for rooming list changes
3. Prepare memos for all services to be sent to clients
4. Coordinate all arrival/departure information for attendees

• Update the booking system with actual numbers
• If going onsite, handle all necessary on site logistics at conference:

1. Coordinate services such as accommodation, transportation, dinners, tours, meeting spaces, catering & AV
2. Inspect event facilities to ensure that they are conforming to previous arrangements
3. Check daily rooming lists and update the booking system
4. Report to the manager in charge any changes that require immediate billing/invoice

• If not going onsite for a conference, provide support to team member onsite with rooming list updates if needed
• Provide necessary reports and update booking system with final rooming list for conference reconciliation.
• Work with Accounting Manager to review any discrepancies between hotel master bills and booking system
• Provide all requested information for the Conference final report

Qualifications:

• Bachelor's Degree, preferable in Hospitality Management
• 0 - 3 years experience in the Hospitality Industry
• Conferences, Seminars, and Meetings knowledge
• Fluency in the Portuguese language. Ability to demonstrate strong speaking, writing, and reading of the language is also required
• Exceptional written and verbal communication skills and ability to build relationships over the phone
• Exceptional attention to detail and editing skills
• Strong customer service orientation and passion for hospitality and special events
• Possess a can-do, client-focused, team player attitude at all time
• Ability to work with little supervision - alone or in a team environment
• Ability to multi-task and meet deadlines in a fast-pace environment
• Strong people skills with a professional work ethic
• Availability to Travel as needed (no more than 30%)
• Excellent computer skills and proficiency in Microsoft Word, Excel and PowerPoint

Desirable Qualifications:

• Hotel Catering Manager or CSM experience
• CMP a plus