Employment

Tigard, Oregon - Portland / Washington Square

Conference Services Manager

The Conference Services Manager is responsible to work with clients and manage, coordinate and record the catering activity of the hotel, estimate costs, and reserve desired banquet facilities. The Conference Services Manager will work with the Catering team to plan for food and entertainment, assist with group travel arrangements, and work with clients to prepare information packets for attendees.

The Conference Services Manager will always conduct them self in a manner which supports the guiding principles of Windsor Capital Group, Inc.:

Acts with the highest ethical standards, treating others fairly & with respect.
Empower a diverse group of talented and prepared people.
To strive for personable and courteous service and an image of gracious hospitability thereby providing each hotel guest with a positive experience.
Nurture lasting relationships with customers and team members.
To train and motivate employees so that services provided will continue to improve and increase.
To recognize and reward successful employee performance and constantly seek to improve the human factor in our business.
Consistently work to balance our lives and contribute positively to our communities


The Conference Services Manager shall strive to provide exceptional service to both internal and external guests at all times. The Conference Services Manager will be responsible for exemplifying the Hotel Culture as well as promoting Embassy Suites Hotel as the Employer of Choice!

Essential Responsibilities:

1. Meets with and maintains rapport with clients in order to produce Food & Beverage Sales by discussing such subjects as: number of guests and appropriate size of room, menu choices, decorations, flowers, photographer, audiovisual facilities, music or other entertainment, and costs.
2. Draws up banquet event orders with client covering all the agreed upon. Develops proposal showing the cost of facilities selected and prepares contract for client's signature.
3. Discusses details of information packets to be sent to registrants. Coordinates portion of the packet being prepared by hotel and information to be supplied by the host organization.
4. Works with Catering team to develop menus for all meals and entertainment events to be held at the hotel.
5. Accepts room reservations according to agreement with host organization.
6. Assists with actual event to provide services or solve problems that may occur during conference.
7. Develops and maintains files to include: chronological account files as directed, preparation of scheduled bookings, dissemination of event information to all appropriate departments, and record event information for catering system control purposes and accurate records of all costs.
8. Develops, implements, and assists with catering, sales and marketing strategies, including development of relevant action plans to maximize profits of the hotel while maintaining customer satisfaction.
9. Assist with clerical work of the department; including customer correspondence, function sheets, event schedules, reports and special projects.
10. Performs special projects and assignments as directed.
11. Interface daily with kitchen and banquet departments regarding specific client needs.
12. All other duties as assigned by a manager or supervisor.


Skills and Abilities:

1. Strong emphasis on details, communication and organization skills.
2. Ability to deal with demanding situations and personalities.
3. Ability to handling wide variety of duties and respond quickly to unanticipated problems in a calm, helpful manner.
4. Willingness to work on evenings, weekends, and holidays as required and to maintain a flexible schedule.

Qualifications:

1. Three to five years of experience in planning company or conference center events with two years minimum of hospitality event/sales experience required.
2. Must be thorough and accurate on all correspondence, function sheets, event schedules and special reports.
3. Computer skills and proficiency in Microsoft Word, Power Point, and Excel. SalesPro is a plus.
4. Have working knowledge of room set-ups, including audio/visual equipment.
5. Have working knowledge of menu pricing and custom menu design.
6. Plan and organize the work of others.

All applicants who display the requirements of this position will be considered. Any applicant that does not meet the minimum requirements will not be considered for this position.

This position will typically work Tuesday - Saturday. Hours may include evenings, weekends, and holidays as required and the applicant must maintain a flexible schedule. Any applicant not able to work these hours as outlined will not be considered for this position.

Contact: Lynn White lynn.white@wcghotels.com

• Date Posted: 5/28/10