Conference Service Manager

We are looking for a Conference Service Manager to join our team! 

Are you an detail oriented and energetic individual who thrives in social settings? This is the perfect job for you! 

Achieving Excellence

As the Conference Service Manager, you will be responsible for ensuring the seamless execution of conferences, meetings, events, and building lasting relationships with clients. Your responsibilities will include coordinating sales activities, managing client communication, and ensuring seamless collaboration between various departments and external vendors to exceed customer expectations. We commit to giving you the training, tools, support, and feedback required to be successful; achieving excellence is up to you.

Key Focuses                                         

Client Relationship Management

• Serve as the primary point of contact for event clients, ensuring their needs and expectations are met throughout the planning and execution process.
• Act as a primary point of contact for clients, responding promptly to inquiries and providing accurate information.
• Develop and maintain strong relationships with clients to understand their needs and preferences.

Event Planning:

• Collaborate with clients to understand their event requirements, including room setup, audiovisual needs, catering preferences, and any additional requests.
• Assist AV company with AV requirements on behalf of the clients. 
• Attend weekly Banquet Event Order and Group Resume meetings.
• Respond to banquet/catering inquiries via phone, schedule appointments, provide facility tours to clients, process deposits upon agreement signing, and maintain client/event files.
• Prepare floor plans, cost estimates, and billing invoices, ensuring thorough follow-up with clients post-conference.

Sales Support

• Assist the sales team in preparing proposals, contracts, and presentations.
• Coordinate and schedules sales appointments, ensuring that all necessary materials and resources are available.

Event Coordination

• Collaborate with clients to understand their event requirements, including room setup, audiovisual needs, catering preferences, and any additional requests.
• Collaborate with various departments to coordinate events, meetings, and site visits.
• Coordinate site inspections for new business and preliminary site inspections for Senior Sales Manger.
• Collaborate with clients on menu planning and food & beverage selections, providing expert advice on pricing and ensuring all event details are effectively communicated and seamlessly executed.
• Ensure fulfillment of client needs and requirements while maintaining a visible presence on the floor during conventions and conference meetings, and anticipate any necessary changes.

Contract & Revenue Management

• Collaborate with Sales to draft and negotiate contracts aligned with hotel revenue goals and brand standards.
• Manage room blocks, meeting spaces, and packages to maximize revenue opportunities.
• Monitor event financials, forecasts, and variances.
• Oversee billing accuracy, account reconciliation, and event close-out.

Administrative Tasks

• Maintain accurate and up-to-date client databases and sales records.
• Prepare regular sales reports and contribute to forecasting activities.

Communication

• Facilitate communication between the sales team and other departments, ensuring smooth information flow.
• Handle client inquiries and issues promptly, escalating as needed.
• Communicate all changes on Banquet Event Orders to other departments. 
• Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees.

Experience/Passions/Education

• Post-Secondary Diploma/Degree in a Hospitality/Tourism field.
• 2+ years of proven experience as a Conference Services Manager or in a similar role within the hospitality industry.
• Proficiency with event software systems (e.g. Cvent, Event Management Systems, PMS), as well as Microsoft Office (Excel, Word, PowerPoint).
• Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously.
• Excellent communication and interpersonal skills, with the ability to build and maintain positive relationships with clients, colleagues, and vendors.
• Detail-oriented with a focus on delivering high-quality service and exceeding client expectations.

Amazing Perks

• Competitive wages and Health and Wellness benefit plan.
• Paid on-the-job training with additional learning opportunities.
• Growth and development opportunities, both personal and professional.
• Personal days: 5 per year after 90 days of continued full-time employment.
• Marriott Employee Travel program providing you with discounted room rates and food and beverage discounts at any of Marriott’s chain of hotels.
• Pomeroy Stay Travel Program.
• Food and Beverage discounts at the Botanicus Kitchen + Bar.

Working Conditions 

This position will be based in a fast-paced office environment with office hours Monday to Friday, 8 am – 5 pm.  With occasional weekends and evenings on-site to support social functions or meetings and to meet with the convenor and ensure a smooth event. This role will demand the ability to multi-task and keep organized, with the focus being on incoming calls. 

At Westin, we understand each guest is unique; hence, we customize care and attention to create a personalized and distinctive experience. We believe in proactively meeting guest needs and not just reactively. We inspire associates to tap into their intuition to anticipate guest’s every desire. At Westin, we offer our guests countless opportunities to maintain their well-being while restoring a sense of control so that they leave feeling better than when they arrived.

About Pomeroy Lodging 

Pomeroy Lodging is Western Canada’s leader in hospitality and lodging. Driven to meet every need, we own and operate a comprehensive range of hotels and resorts throughout the West. Our investment goes well beyond the walls of our hotels and the land we build on. Pomeroy Lodging is committed to investing heavily in our people, properties, and communities