CORPORATE CONFERENCE CENTER MANAGER

Job Summary

The Conference Center Manager is responsible for the planning, coordination and execution of meetings, conferences and other special events. Supervising a Conference team, the Conference Center Manager strives to achieve a consistently outstanding level of quality through the effective utilization of available facilities and services.

Key Responsibilities:

• Manage activity and oversee the daily execution of facility (and food service teams)
• Oversee the strategic booking of space within the reservations system, so as to ensure maximum utilization of the facilities by the client organization.
• Develop and constantly update forecasts of meeting room occupancy and utilization, providing information upon which key budget and staffing decisions are made for various members of the staff. Such forecasts are made at different intervals, including several months, three weeks, one week and three days before the start of a meeting.
• Maintain positive client relationships and ensure a timely response by Conference Planners to all inquiries for space and/or service needs.
• Ensure seamless communication flow between the Conference Planners and clients before, during and after the execution of their events.
• Effectively plan and communicate all relevant internal departments and vendors’ specific needs of the client, and good and beverage requirements.
• Ensure timely preparation, by self and Conference Planners, of complete documentation for large/complex functions and producing Event Protocols.
• Conduct Daily and weekly Planning meetings attended by the Conference Planners and members of the operations staff to review the details of events scheduled for the following day and next week, ensuring correct interpretation by staff members of client’s requirements and anticipating any possible operational challenges.
• Establish & Maintain excellent working relationships with key internal departments, including meetings, to help formulate strategies for planning effective and successful meetings
• Conduct “pre-con” meetings attended by clients, Conference Planners, and key members of the operations staff, to ensure a complete understanding on everyone’s part of the everyone’s part of the requirements for certain critical large scale events
• Conduct “post-conference/debrief” feedback session with the clients and relevant members of the operations staff, to obtain first-hand comments on certain critical or large-scale events
• Provide occupancy and utilization statistics regarding meetings held and guest in attendance, on a monthly, quarterly and annual basis. Provide additional statistics with regard to food and beverage covers, cancellation rates, etc.
• Monitor and ensure the accuracy of catering and other charges, including cancellation charges, entered into the reservation system.
• Create and update standard operating procedures for the Conference Operation
• Oversee the training of new team members 1n departmental procedures
• Develop action plans to improve services and customer satisfaction from a conference planning perspective
• Resolve booking challenges relating to space, timing, seniority issues, etc., calling upon the FLIK RDM as well as client for input and assistance if necessary
• Schedule the conferencing team on a weekly basis, including possible short-term coverage at the Concierge Desk, so as to best meet the needs of the business. Similarly, coordinating vacations and personal time off among the Conference  Planners
• Provide input to the FLIK Regional Operations Manager with regard to employee performance, particularly as the FLIK Regional Operations Manager prepares for annual and semi-annual performance reviews with the Conference Planners
• Provide outstanding customer service to set example for teammates.
• Knowledge of health and safety codes and regulations that apply to the conference center and report known issues

Preferred Qualifications:

• Ideal candidates will possess a bachelor's degree in hospitality or other related fields
• Minimum of three to five years of conference management/ supervisory   experience
• The ability to manage 1n a diverse environment with strong focus on client and customer services, entrepreneurship and bu1ld1ng and growing a strong business is essential for success in this role
• Ability to communicate effectively with high levels clients, client customers and support staff is required. Responsible for effectively meeting the changing demands of the event and clients
• High level of maturity, attention to detail and a positive "can do" attitude is a must.
• Proficiency in all Microsoft Office applications is required. P&L accountability and/or contract-managed service experience is desirable
• Excellent Customer Service Skills
• Must also have general knowledge and experience 1n HR, payroll and accounting; food and beverage  knowledge  mandatory
• Experience planning business meetings, training sessions, conferences and other social events is required