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Conference Service Manager

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Hilton Hotel AlbanyVoorheesville, NY
Full-time
  • Aid and support for the Conference Services Department, including computer input, filing, tracing, answering telephones, faxing, printing reports and departmental records/logs, and coordination of small groups.
  • -Some college or business school training.
  • High school graduate.
  • -3-4 years previous experience in hotel/conference/hospitality industry
  • -Ability to clearly communicate with proper grammar in English with guests/visitors and hotel
  • -personnel to their understanding.
  • Prefer Spanish as a second language.
  • -Ability to provide legible communication.
  • -Ability to compute basic mathematical calculations.
  • -Knowledge of Windows, Word/Excel and Delphi.
  • -Previous training in guest relations.
  • -Ability to remain stationary at assigned post for extended periods of time.
  • -Ability to be mobile/walk for lengths at a time
  • -Sedentary work, exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
  • -Ability to input and access data in computer.
  • -Ability to promote positive relations with all telephone callers.
  • -Ability to ascertain callers' needs and comply with such to ensure caller's satisfaction.
  • -Ability to be a clear thinker who can remain calm in pressure situations.
  • -Ability to focus attention on details, be well organized and follow up.
  • -Ability to maintain confidentiality of guest information and designated hotel data.
  • -Ability to work with minimal supervision.
  • -Ability to work cohesively with other departments as part of a team.
  • Duties & Functions
  • -Deal directly with Meeting Planner to secure all details for their upcoming conventions.
  • -Record appropriate function space in the Fidelio Computer System.
  • -Verify that all information is correct (name, spelling, title, address, telephone, date, year.)
  • -Contact with client to obtain as much information as possible either by phone or correspondence.
  • -Preparation of the tentative program, memos and "Spec Sheets" to be typed and distributed.
  • -Handle orientation and visitation tours on property.
  • -Coordinate transportation requirements.
  • -Channel all reservation information and changes
  • -Arrange VIP assignments, amenities and requests.
  • -Establish proper billing procedures.
  • -Plan and design Food and Beverage functions.
  • -Assist in off-property activities.
  • -Conduct Pre-Convention meetings.
  • -Arrange for support staff, audio visual equipment, materials, flowers, entertainment.
  • -Deal with outside suppliers.
  • -Maintain constant contact with the meeting planner.
  • -On property for convention related functions.
  • (Early mornings, late nights, holidays, weekends.
  • -Maintain a delicate balance between Meeting Planner and the hotel's staff.
  • -Maintain a close relationship with all Departments daily.
  • -Ensure that all departments are properly informed of all group needs.
  • -Follow up and check activities with personal supervision of service situations as appropriated.
  • -Document and prepare post-convention reports.
  • -Maintain knowledge of all hotel services/features and hours of operation.
  • -Maintain complete knowledge and comply with all hotel and departmental policies and procedures.
  • -Maintain complete knowledge in the use of all office equipment, computer and manual systems.
  • -Access all functions of computer according to specifications.
  • -Set up workstation with necessary supplies and resource materials; maintain cleanliness
  • -throughout the shift.
  • -Complete supply requisitions and submit to manager; stock office supplies upon receipt.
  • -Answer telephone within 3 rings, using correct salutations and telephone etiquette.
  • -Handle inquiry calls according to departmental procedures.
  • Qualify space requests by obtaining pertinent information required.
  • -Record messages legibly and completely; ensure proper distribution of messages.
  • -Make telephone calls to specified individuals as requested by the Director of Conference Services and Managers.
  • -Greet all individuals arriving at offices courteously and assist with their needs.
  • Contact Managers and inform of client arrivals.
  • -Maintain accurate trace files and communicate daily traces to Conference Services Director.
  • -Establish and maintain filing system procedures; prepare new client files.
  • -Retrieve and distribute departmental mail.
  • -Process requests for overnight mail and other delivery/messenger services.
  • -Prepare and send faxes; receive and distribute faxes to appropriate personnel.
  • -Make photocopies and process as specified.
  • -Type correspondence, memos, B.E.O.'s.
  • and reports as assigned and distribute according to hotel standards.
  • -Process all changes to B.E.O.'s as given by the Director of Conference Services and Managers on a timely basis, following departmental procedures.
  • -Attend designated meetings.
  • -Document all guest requests/complaints and communicate such to respective personnel for proper handling.
  • Follow up on guest satisfaction.
  • -Handle guest complaints ensuring guest satisfaction.
  • -Promote positive relations with guests and employees.
  • -Coordinate service repairs for office equipment, ensuring minimal costs.
  • -Prepare work orders for maintenance repairs and distribute to Engineering.
  • Monitor completion of work orders submitted.
  • -Maintain confidentiality and security of specified hotel information, correspondence, reports and files.
  • -Review status of incomplete work and follow up actions with Managers before leaving.
  • -Follow up on assignments as directed and given by the Director of Conference Services.
  • -Assist other departmental staff as necessary.
  • We're an equal opportunity employer.
  • All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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