Conference Services Manager

Reporting to the Senior Sales Manager, the Conference Services Manager will play a pivotal role in driving the success of Coast Victoria Hotel & Marina by APA by executing its strategic vision, delivering unparalleled guest experiences, and maximizing revenue through the seamless planning, coordination, and execution of events. This role upholds the hotel’s reputation for excellence by ensuring every event reflects the property’s exceptional service, while actively selling and upselling products and services to enhance both guest satisfaction and profitability.

Responsibilities: 

• Serve as the client’s primary representative before and during events, ensuring their vision and expectations are met with excellence.
• Greet all clients upon arrival, introduce them to key hotel team members, facilitate a seamless handover of event details, and be available to assist service departments as needed, including early mornings or evenings.
• Draft correspondence, respond to client inquiries, and prepare addendums and annexes to contracts in a timely manner.
• Develop and deliver complete and comprehensive Banquet Event Orders (BEOs) detailing setup, catering, AV, and logistics in a timely manner.
• Manage client event timelines, ensuring smooth transitions between meetings, meals, and activities.
• Oversee and manage group sales contracts, including guarantees, amendments, rooming lists, cutoff dates, group resumes, deposits, and final payments.
• In tandem with the Banquet Lead, you will oversee the event setup spaces ensuring all details meet client expectations.
• Troubleshoot and resolve any last-minute changes or issues during events.
• Coordinate with the culinary team, banquets, housekeeping, and front desk to ensure flawless event execution.
• Provide expert guidance on menu selections, seating arrangements, and event flow to enhance guest experience.
• Conduct post-event follow-ups / Send post-event correspondence to gather feedback and encourage repeat business.
• Maximize hotel revenue through effective space yielding, strategic upselling, and ensuring optimal use of meeting spaces.
• Maintain knowledge of food & beverage costs, labour, and hotel operations. o Initiate and lead weekly pre-event meetings with senior managers and department leads.
• Attend weekly BEO meetings to ensure accurate communication of client requirements to Banquets and the Kitchen.
• Participate in site inspections, client meetings, and industry events to increase market share.
• Stay informed on market trends, competitor activities, and evolving guest expectations.
• Perform other duties as assigned or required 

Skills/Knowledge/Experience: 

• Degree/Diploma in Hospitality Management preferred or relevant courses in Hotel/Events Management.
• Minimum 4 years of experience in event planning, catering, or hotel sales, with at least 2 years in a leadership or client-facing role.
• Proven track record in the ability to sell, negotiate contracts, and achieve sales targets while maximizing event revenue.
• Strong organizational and interpersonal skills, with the ability to work independently and as part of a multi-functional team.
• Professional appearance, attitude, and a guest-first mindset.
• Exceptional customer service skills, including the ability to anticipate client needs and resolve issues proactively.
• Strong presentation, written, and verbal communication skills.
• Ability to manage multiple events, meet deadlines, and ensure attention to detail in a fast-paced environment.
• Advanced proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and experience with HMS/SCS Infor or other event booking systems.
• In-depth knowledge of the local market and key customer segments. o Understanding of menu planning, dietary considerations, wine and food pairing, and food & beverage cost control.
• Knowledge of event setup, AV requirements, and venue logistics. o Familiarity with health department regulations, liquor laws, and F&B presentation standards.
• Exemplifies Coast’s core values and enjoys working in a culture of accountability Able to work a flexible schedule, which may include evenings, weekends, early mornings, and holidays