Job Details
Overton Hotel and Conference Center boasts 25,000 square feet of meeting space and hosts events up to 1000 guests. Located across from Texas Tech University, the conference center hosts a variety of corporate, social and non-profit events. This position is the key contact for meeting planners when coordinating events at the Overton Hotel. The Conference Service Manager is responsible for ensuring all requirements of the group are met once the contracts are signed and communicates necessary information to the hotel operations team. This role oversees the event and works closely with the sales, banquet, and culinary teams.
Responsibilities
1. Take incoming calls to detail catering functions
2. Assist guests in a pleasant and professional manner
3. Produce and manage Banquet Event Orders (BEO s) as the information is received
4. Key contact with the meeting planner upon his/ her arrival at the hotel.
5. Ability to work a flexible schedule for events including nights, weekends and on occasion holidays.
6. Ensures all aspects of the meeting are delivered as per contract and to the satisfaction of the meeting planner.
7. Ensures all meetings are properly set up at least one hour prior to the event, according to the contract.
8. Responsible for ensuring the timely delivery of all coffee breaks, food and beverage functions, audio-visual needs, group transportation, billing instructions, and other special requirements of the group.
9. In the pre-event planning process, consult with the meeting planner to identify optimal meeting room configuration, recommendations on meeting/break flow, and recommendations on food and beverage options to improve meeting efficiency and productivity.
10. Participate in conducting BEO meetings to ensure that all events are being correctly serviced
11. Meets with each meeting planner daily to debrief on daily events, review consumption, bill and review exceptions to the contracted billing, and review estimates of final billing.
12. Work closely with the sales department, and communicate with other department directors
13. Immediately resolve issues, concerns, or complaints to the meeting planner s satisfaction.
Qualifications
1. Bachelor s degree in a related field or equivalent experience in Sales and Marketing, Meeting Planning in the hospitality industry.
2. Prior experience in meeting planning, setup and execution of events
3. Minimum technical knowledge and skills necessary for this position
4. Indicate the demonstrated verbal and written communication skills necessary to perform this position.
5. Strong oral and written communication skills.
6. Strong customer service skills.
7. Ability to read, listen, and communicate effectively in English, both verbally and in writing
8. Ability to effectively deal with internal and external customers and staff, some of whom will require high levels of patience, tact, and diplomacy to diffuse anger, collect accurate information, and resolve conflicts
9. Knowledge of the travel industry, current market trends, and economic factors
10. Computer skills to include working knowledge of Windows operating system and Microsoft Office/ Sales programs
11. Ability to stand and move throughout the hotel property while continuously performing essential job functions