Conference Service Manager

Saved job description

Why us?

At Sage Hospitality, how we work matters just as much as what we do. We are guided by a shared purpose to enrich lives, one experience at a time, and a vision to redefine how the world experiences hospitality.

At The Nines, Portland, we embrace:

Historic Retail Palace Reborn - Adaptive reuse of the 1909 Meier & Frank building as a love letter to Portland's architectural past

Dual Culinary Destination - Urban Farmer's farm-to-table steakhouse and Departure's rooftop pan-Asian cuisine — two of Portland's most acclaimed restaurants

Living Sustainability Philosophy - Onsite honeybees, hydroponic gardens, and a house butcher reflect a genuine commitment to sourcing

Oregon Art Immersion - 400+ locally curated pieces including the iconic Bird Song chandelier and student monotypes in every room

Sophisticated Portland Spirit - Luxury rooted in the city's creative, locally obsessed, independent character

All associates play an essential role in creating welcoming, inclusive environments where kindness, hospitality, and excellence are felt by guests and teams alike. These brandings reflect the unique spirit of The Nines, Portland and align with Sage Hospitality's commitment to genuine, meaningful connection.

Job Overview

Conference Service Manager plans, organizes and manages all event details for group and convention bookings (e.g. Guest rooms, menus, set-up, etc.) Participate in negotiating meetings/functions, rooms, rates and all related requirements. Ensure maximization of room and meeting space, revenues, and profits while delivering a quality product. Focus on execution of all aspects of event planning including coordination from the signing of a group contract forward, VIP needs, amenities, group resumes, and rooming lists.

Responsibilities

Responsible for the management and planning of meetings/conventions and related activities.

Attends Banquet Event Order (BEO), staff meetings and perform as a team leader for all hotel department staff participating in the event delivery process.

Achieve a minimum of 90% of productivity goals and 100% of activity goals, as established by management.

Coordination of all group business as developed by the sales manager. Contact and appropriately follow-up on all signed/contracted business within 5 working days. Determination and coordination of all event planning needs.

Maintain well documented, accurate, organized and up to date file management in order to serve client and the employer in the most expedient, organized and knowledgeable manner.

Develop customer profiles and maintains an effective trace system including trace dates and references resulting in superior account service and increased revenues.

Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interactions.

Follow up on all client needs and inquiries in an efficient and expedient manner.

Focuses on revenue-generating activity and maximizes selling time through retaining accounts/clients, maximizing account yield opportunities and sales effectiveness.

Detail and up-sell the program with the client including; verification and modification of space requirements, audio-visual, times, equipment, menus, themes/decorations, etc. Prepare the appropriate resumes and paperwork to ensure quality service.

Manage function details and related activities to ensure that program requirements are satisfied. Anticipate and handle customer complaints and/or problems to ensure quality product delivery, customer satisfaction and repeat business.

Oversees all billing details for hotel groups to include deposits, direct bill applications, credit card authorizations and coordination with accounting.

Improve hotel convention services' products through; (a) participate in the development of new sales tools and systems, (b) participate in the analysis of the strengths and weakness of our competitions product, and (c) analysis, understanding, and satisfaction of our customers’ needs.

Monitor and control individual client event budgets and details to maximize revenues and minimize expenses while ensuring delivery of a quality product.

Attend and lead pre conference meetings as needed. Coordinate the pre-con between the client and hotel staff and review the details of the BEO with all parties.

Close out all groups to include final pickup reports, commissions owed, including processing with accounting.

Qualifications

Education/Formal Training

More than two years of post high school education.

Experience

One to two full years of employment in a related position with this company or other organization(s).

Knowledge/Skills

Requires a working knowledge of banquet/catering food and beverage services, policies or operations.

Requires knowledge of computer equipment.

Requires compiling facts and figures in accordance with established procedures.

Supervisory skills needed.

Communication skills required to provide information and associated services to hotel management and guests.

Excellent hearing necessary for verbal interaction with guests and associates.

Excellent vision necessary to view set-ups.

Excellent speech communication skills required for verbal interaction with guests and associates.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Lifting, pushing, pulling and carrying tables, chairs, boxes (50 lb. maximum) occasionally.

Bending/kneeling required for taping down cords, skirting tables, picking up floor after function occasionally.

Mobility - ability to service clients on a moment notice, variable distances.

Continuous standing required for function observation, client site inspections (one hour minimum to four hours maximum). Climbing stairs of approximately 55 steps 3-5% of 10 hours daily.

Environment

Inside 95% of 8 hour day.  Outside 5% of 8 hour day. Temperatures - extreme summer heat of 95 degrees and above, and winter cold.

Benefits

The Nines offers perks that are comparable to progressive employers. 

Unlimited time off per Sage policy and manager approval 

Medical, Vision, Dental and Retirement Benefits: 

Eligible to enroll in medical insurance with employer covering up to 70% of premiums with wellness credit 

Eligible to enroll in dental insurance with employer contribution towards premiums & vision insurance 

Eligible to participate in the Company’s 401(k) program with up to 4% employer match, meeting safe harbor requirements and no vesting period 

Eligible to enroll in Health Savings Accounts (HSA) with qualifying medical plans and receive up to $1000 company contribution 

Eligible to enroll in Health, Dependent and Commuter Flexible Spending Accounts (FSA) 

Company paid Basic Life and AD&D insurance coverage, with option to enroll in supplemental coverage 

Eligible to enroll for short-term and long-term disability insurance coverage 

Eligible to purchase Pet Insurance, Accidental Insurance, Critical Insurance and Hospital Indemnity Insurance 

WINFertility guidance for those enrolled in Sage medical plan 

Other Benefits: 

All associates can enjoy our complimentary cafeteria 

$50 TriMet monthly subsidy or parking stipend 

Calm Health Application Subscription 

Employee assistance program 

Paid time off for vacation, sick time, and holidays 

Tuition Reimbursement of up to $2,000 per calendar year 

Great discounts on Hotels, Restaurants, and much more 

Eligible to participate in the Employee Referral Bonus Program. Up to $1,000 per referral 

Bold. Bright. Caring. Energetic. Driven. Strategic. Daring. To deliver the type of outstanding experience we aim to provide our guests, we need remarkable individuals who are passionate and committed to making a difference. If this sounds like you, then explore the career positions at Sage Hospitality that await you. 

Salary

USD $65,000.00 - USD $70,000.00 /Yr.