Area Conference Services Manager

If you are inspired by challenges in a fast-paced environment, are thoughtful and entrepreneurial in your approach to opportunity, and if you possess a true passion for hospitality and genuine service, we are interested in speaking with you about our groundbreaking opportunity for Area Conference Services Manager at Viceroy Washington DC & Hotel Zena.

The ACSM is the event planner’s single point of contact, responsible for planning all aspects of groups and events once they are turned over from the sales manager. The ACSM is responsible for maximizing revenue in all areas of the hotel, insuring that the very highest standards of service are delivered, and that all contractual obligations (both on the part of the hotel and the guest) are satisfied. This position works directly with all operational departments to insure that guest expectations are surpassed and revenue is properly captured and maximized. The ACSM will report directly to the Area Director of Catering & Events.

• Follow all established procedures as designated in sales and catering/conference services SOPs.
• Become familiar with all assigned group and event turnovers: review contract and discuss any questions with the appropriate sales manager prior to contacting the client for the first time.
• Manage all group room blocks, insuring that reservations are input on or before the contracted cutoff date.
• For groups who submit reservations by rooming list, make all reservations and establish billing as instructed by the guest. Process all changes and revisions to reservations as requested.
• Complete any necessary post event city-wide guestroom audits as detailed in group contracts.
• Forecast banquet and catering revenues monthly for all definite groups.
• Insure additional deposits are collected by the date requested in the contract.
• Maintain assigned files in accordance with the guidelines outlined in catering/conference services SOPs.
• Conduct site inspections and maintain familiarity with both hotels and their capabilities.
• Work directly with clients to achieve maximum revenue and profit while exceeding guest expectations.
• Prepare customized menu proposals as requested by guests in consultation with the Executive Chef.
• Coordinate and execute tastings as required.
• Prepare Banquet Event Orders (BEOs) and conference resumes for all groups and events. BEOs and resumes are to be complete and accurate and distributed within the required time frame after obtaining client signatures.
• Prepare event diagrams that correspond to BEOs to illustrate room layout requirements.
• Prepare a detailed estimate of charges for every event. The estimate should be delivered to the guest at the same time as the initial set of BEOs.
• Change and revise BEOs as necessary, following appropriate SOPs.
• Provide final guarantees 72-hours in advance, using appropriate procedures.
• Host internal tie-down meetings, or pre-event meetings with clients as necessary.
• Host internal post event meetings with clients as necessary.
• Review final invoice from accounting to insure that it is accurate and correct. Return all invoices to accounting within 48 hours.

• Coordinate and facilitate vendor deliveries as appropriate.
• Oversee all event details to ensure the highest standards of quality and service are being achieved, and that events are executed as promised to the client and detailed in the conference resume and BEOs.
• Serve as liaison between client and all operational departments while guest is on site.
• Compare event diagrams to actual room set to ensure every event is set correctly.
• Anticipate and resolve client needs and issues while maintaining positive relationships.
• Work schedule is based on business levels, and may include evenings, nights and weekends.

• Assist sales managers, as requested, during site inspections with new clients, or clients with tentative pieces of business to help close business
• Focus on upselling by increasing average check per meal period

• Have knowledge of all Viceroy policies.
• Attend weekly resume and BEO meetings to review all groups and events.
• Insure all proposals and written communication are accurate, error free, and delivered to clients in the time frame that they require.
• Entertain guests as appropriate.
• Constantly and clearly communicate details of upcoming groups and events with all departments .
• Inform Area Director of Catering promptly of all problems or unusual matters of significance to include cancellation, attrition and guarantee issues so corrective action can be taken.
• Maintain consistent verbal and written communication with clients.
• Demonstrate strong organizational skills.
• Adhere to guidelines in employee handbook regarding personal appearance and behavior .
• Conduct personal behavior in a mature and professional business manner at all times.
• Adhere to the sales division grooming guidelines.

• A minimum of 3 years experience in a similar role in luxury hospitality; or a 2-year college degree and at least 3 years of related, luxury hotel experience.
• Excellent presentation, organizational, and communication skills.
• Strong computer skills with proficiency in MS Word, Excel, Outlook, Social Tables, Delphi and OPERA .
• Must be proficient in Company approved spreadsheets and word processing.
• Ability to manage multiple tasks simultaneously while delivering exceptional quality and customer service.
• Ability to develop strong relationships with both guests and colleagues.
• Ability to be assertive and persuasive.
• Self-confident, proactive, and able to prioritize and make effective decisions.
• Ability to solve complex problems in an organized manner.
• Must have knowledge of F&B preparation techniques, dietary restrictions, health department rules and regulations, liquor laws and regulations.Flexible and long hours sometimes required.Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Extensive knowledge of all hotel departments
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Ability to excel in a fast-paced environment
• Self-confident, proactive, and able to prioritize and make effective decisions
• Must be able to multitask and prioritize departmental functions to meet deadlines
• Attend all hotel required meetings; trainings; & MOD coverage as required
• Maintain high standards of personal appearances and grooming and comply with Viceroy Hotel Group Standards and regulations to encourage safe and efficient hotel operations
• Must be a creative and effective leader, possessing a high degree of professionalism
• Create, execute, and manage a personal plan to meet or exceed budgeted revenue goals.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to maintain confidentiality of information.
• Perform other duties as requested by management.
• Follow and implement property and Viceroy Hotel Group standard operating procedures.