CONFERENCE SERVICES MANAGER - XAVIER UNIVERSITY - OHIO

Job Summary

Join Chartwells as a Conference Services Manager for a flagship university account at Xavier University in Cincinnati, Ohio.

Key Responsibilities 

• Manage and coordinate conference services operations, ensuring seamless execution of events from booking through completion.
• Oversee vendor relationships to ensure timely delivery of goods and services while maintaining quality and cost standards.
• Develop and manage staff schedules to ensure adequate coverage for all conferences, catering events, and related services.
• Plan and coordinate special events, including catering, concessions, and conference needs, ensuring all logistical requirements are met.
• Collaborate with marketing teams to develop promotional materials, event signage, and client facing communications.
• Oversee office administration systems, including catering booking platforms, room reservation systems, and event documentation.
• Monitor event budgets and financial performance, ensuring all events are executed within approved financial parameters.
• Track sales goals and promote upselling opportunities where appropriate to maximize revenue.
• Coordinate event logistics with culinary teams, onsite operations, and client conference teams, including venue setup for arena, university, catering, and concessions events.
• Plan and execute site tours and client walkthroughs as part of the event planning and sales process.
• Maintain strong client relationships to support repeat business, referrals, and long term partnerships.
• Manage vehicle fleet usage related to conference services, including scheduling and fuel card controls.
• Oversee billing processes for all conference and catering events, ensuring accurate invoicing, sales collection, and POS system management.
• Collaborate with culinary teams on menu development, client tastings, and special dietary or allergen requirements.
• Manage linen, rental, and equipment orders to ensure all event needs are met.
• Oversee inventory counts and accounts receivable processes to maintain accurate records and cost control.
• Supervise supervisors and hourly staff, including union employees, students, non profit organizations, and temporary staff.
• Lead regular banquet event order (BEO) meetings to ensure clear communication and alignment across departments.
• Ensure compliance with liquor licensing requirements, alcohol ordering, and TIPS training standards.
• Enforce company standards for catering, concessions, customer service, table setups, and public spaces.
• Conduct customer feedback reviews and implement improvements to enhance service quality.
• Maintain a strong focus on safety, conducting regular audits and ensuring compliance with labor, meal, alcohol, and regulatory requirements.
• All other duties as assigned.

Job Requirements

• Education: Bachelor’s degree (B.A.) from a four-year college OR 1–2 years related experience and/or training (or equivalent combination of education and experience).
• Experience: Related catering or food service experience (as noted above).
• Certifications: Serve-Safe certification required. Knowledge of HACCP standards and food safety/sanitation procedures.
• License: Valid driver’s license.
• Computer / Systems: Basic computer skills; familiarity with web-based ordering systems; ability to perform data input.
• Supervisory / People Skills: Demonstrated experience coaching, counseling, conducting performance appraisals and managing staff.
• Food Production / Quality: Knowledge of proper food preparation, portion control, presentation standards and safe handling during preparation/service.
• Customer Service: Proven ability to interact proactively with clients/guests, resolve complaints, conduct event follow-up and support account retention.
• Must-Haves (Conference Services ) Minimum 2 years of hotel, corporate, or conference center experience.
• Previous conference services management or supervisory experience.
• Basic understanding of AV equipment used in conference/meeting environments.
• Superior quantitative, oral and written communication skills, and strong problem-solving / strategizing ability.
• Advanced computer skills, including strong proficiency with MS Office (Word, Excel, PowerPoint, Outlook).