Conference Services/Meeting and Events Manager

Company: Parker Palm Springs
Location: Palm Springs
Posted on: May 15, 2022

Job Description:

Scope:Responsible for coordination of all group bookings once the group has been turned definite and until departure. Acts as liaison between client, Sales Managers and operational departments. Present for all major group arrivals/departures and VIP banquet events. Responsible for assisting with office projects as delegated by the Director of Conference Services.
Job responsibilities:

• Contacts assigned groups upon receipt of day file to introduce oneself and explain the conference service concept. Re-confirms cut-off date, room block, meetings, attendees, etc.
• Handles all group related activities from time of arrival to departure.
• Follows-up on pre-arrival information, check-in arrangements, billing procedures, changes and discrepancies, including post-departure questions.
• Process necessary paperwork on changes, cancellations and additions prior to arrival. -
• Handles VIP reservations by tracing and confirming.
• Becomes thoroughly familiar with all clauses of client contracts.
• Aggressively upsells client hospitality suite requirements, VIP's, amenities, suites, banquet food & beverage and special request.
• Acts in collaboration with the Sales Manager to Re-book future group programs.
• Assists with the general sales phone line.
• Updates 14-day arrival report with relevant groups for weekly distribution at Tuesday resume meetings.
• Responsible for booking and coordinating Meeting in Suites in conjunction with the Room Service Manager.
• Prepares Delphi reports as directed by Director of Conference Services. -
• Conduct/assist with inter-departmental investigations on billing, client complaints and follow-up as required.
• Prepares group resumes & BEO's in adherence with the distribution schedule.
• Responsible for the receipt and processing of all rooming list, banquet event orders, deposits (required after the contract phase), pro-formas and pre-payments.
• Works closely with Front Office Supervisory staff and Bell staff to ensure smooth group arrival and delivery of services.
• Works closely with Group Sales Assistant and delegates when necessary. -
• Coordinates client group activities -and needs with relevant departments. -
• Attends Coordinator, Resume, BEO and Sales meetings as scheduled.
• Participates in quarterly GRC and banquet function space audits in preparation for monthly forecast meetings. -
• Maintains clean, accurate master files.
• Open Master Files for new accounts.
• Performs any other related duties as determined by the Director of Conference Services.
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Keywords: Parker Palm Springs, Palm Springs , Conference Services/Meeting and Events Manager, Executive , Palm Springs, California