Conference Planning Manager - Apsilon Hotels, LLC

Essential Duties and Responsibilities

• Devise and design themes for catered events and team-building exercise.
• Plan and conduct site inspections with clients prior to meeting date.
• Coordinate details of meeting/event with the group’s planning contact, to include meeting room set-up, number of attendees, mealtime, and other information necessary for the success of the meeting/event.
• Suggest, sell and plan special functions, to include theme parties, receptions, and dinners and other events.
• Input and maintain blocks of guestrooms for groups in Delphi. 
• Create, revise, and issue Banquet Event Orders. 
• Assemble, distribute, and monitor rooming lists and transportation schedules to keep all departments informed of changes, additions and cancellations.  
• Coordinate special needs with appropriate departments.
• Communicate any changes pertaining to meetings via the change log, e-mail or other methods as appropriate.
• Meet and greet each on-site meeting contact upon arrival, throughout the event and at its conclusion.
• Ensure meeting rooms are properly set, to include audio visual requirements and any special requests client may have.
• Generate charge vouchers for revenues associated with Conference Services, to include Day Guest packages, breakout room rental and other services.
• Review billing and assessments prior to sending bill to client.
• Be aware of market trends, competitor product, and meeting planner tendencies so as to design and implement process, products and services that will meet the needs of clients and guests.
• Identify problems and generate solutions in a timely manner.
• Maintain open lines of communication with all areas of the conference center, present information in a clear, concise, professional manner.
• Support the Conference Center’s loss prevention guidelines and marketing efforts. 
• Participate in the Manager on Duty program.
• Complete special projects as assigned.
• Participate in ongoing training related to the meeting planning and the hospitality industry.
• Comply with and enforce all company’s standards, policies, and regulations.
• Work in a manner consistent with the Core Values of company.

Language Ability

Ability to speak, read, and write English.  Ability to effectively relate to managers, and co-workers. Must be able to prepare and deliver formal presentations before public and private concerns.

Math Ability

Ability to apply basic mathematical concepts and be able to conduct analyses and generate reports to reflect findings. Must be able to perform the manipulation of numbers and basic math calculations

Reasoning Ability

   Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions in mathematical form and deal with concrete variables.

Computer Skills

To perform this job successfully, an individual should be proficient in MSWord, MS Excel, and MS Outlook (pre-employment testing) and have knowledge of other software.

 Supervisory Responsibilities

May occasionally supervise all hotel staff on duty as assigned.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

While performing the duties of this position, the employee is standing for extended periods, at least 2-hour intervals. Must be able to work in a sitting position for extended period of time; at least four hours.  Must be able to reach for specific objects at short distances in local working areas.  Must be able to perceive quality of work and read material.  Must be able to learn and maintain job duties/knowledge of basic concept and techniques and complete detailed work assignments.  Must be able to perform job tasks and remain vigilant in the event of an emergency.  On occasion may be required to lift and carry heavy objects, push or pull heavy objects; kneel, bend or stoop, ascend or descend ladders or stairs.

The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls in repetitive motions.  Requires full sight and hearing capacity.  

The noise level in the work environment is usually quiet to moderate.

Employment is contingent upon successful completion of a background and drug test.