Conference Service Manager

Conference Service Manager DoubleTree by Hilton Rochester - 5.0 Rochester, NY Job Details Full-time $60,000 - $70,000 a year 22 hours ago Qualifications High school diploma or GED Full Job Description Position Summary The Conference Services Manager is responsible for planning, coordinating, and overseeing all group meetings, conferences, weddings, and special events to ensure exceptional guest experiences and flawless event execution. This role serves as the primary liaison between clients and hotel departments, ensuring all event details are communicated accurately and executed to the highest standards. The Conference Services Manager partners closely with Sales, Food & Beverage, Culinary, Front Office, Housekeeping, and Engineering to deliver seamless events while maintaining hotel service standards, operational efficiency, and profitability. Essential Duties & Responsibilities Event Planning & Coordination Serve as the primary contact for clients from contract turnover through event completion. Conduct pre-event planning meetings, site tours, and client consultations. Prepare, review, and distribute accurate Banquet Event Orders (BEOs) and event resumes. Confirm meeting room setups, audiovisual needs, catering requirements, timelines, and special requests. Ensure all event details are communicated clearly to operational departments. Manage last-minute changes and provide timely solutions. Event Execution & Operations Oversee the execution of all meetings, conferences, weddings, and special events. Conduct pre-shift and pre-convention meetings with operational teams. Monitor event flow to ensure service excellence and adherence to timelines. Maintain visible presence during events to proactively address client and guest needs. Coordinate room turns and transitions to ensure smooth operational flow. Guest & Client Experience Build strong relationships with clients to foster trust and confidence. Deliver exceptional service and personalized attention throughout the event life cycle. Anticipate client needs and proactively address concerns. Resolve guest or client issues promptly and professionally. Ensure service delivery aligns with hotel and brand standards. Team Collaboration & Leadership Partner closely with: Sales and Catering Food & Beverage Culinary/Executive Chef Front Office Housekeeping Engineering Provide operational direction to banquet and event teams during functions. Foster a collaborative, solution-oriented environment across departments. Support training and coaching to ensure service consistency. Financial & Administrative Management Ensure accurate billing for event-related charges and post-event reconciliation. Monitor event profitability and identify upselling opportunities. Support achievement of banquet revenue and departmental financial goals. Assist in forecasting labor and operational needs based on business demand. Help control costs while maintaining service quality. Compliance & Quality Standards Ensure compliance with health, sanitation, and safety standards. Maintain high standards of cleanliness and organization in meeting and event spaces. Ensure proper food handling and responsible alcohol service. Support adherence to brand, property, and regulatory requirements. Qualifications High school diploma or GED required; hospitality degree preferred 2-5 years of hotel conference services, catering, banquet, or event management experience Previous hotel or resort experience preferred Strong understanding of group and event operations Experience managing BEOs, resumes, and group billing Proficiency with hotel and event systems such as Oracle Hospitality / MICROS, M3, or Hilton systems preferred Excellent communication, organizational, and problem-solving skills Ability to manage multiple priorities in a fast-paced environment Physical Requirements Ability to stand and walk for extended periods Ability to lift up to 25-50 lbs as needed Ability to inspect meeting spaces and event setups Must be available to work evenings, weekends, and holidays as business demands Core Competencies Client relationship management Event planning and execution Leadership Attention to detail Service excellence Communication Problem-solving Adaptability under pressure Cross-functional collaboration 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. In accordance with New York State's Pay Transparency Law (New York State Labor Law Section 194-b) which requires private employers with four (4) or more employees to include a range of pay for all advertised jobs, promotion, or transfer opportunities. This position pays between $60,000 and $70,000 annually, dependent on experience.