Catering - Conference Services Manager - Kimpton ...

Why We're HereWe believe heartfelt, human connections make people's lives better. Especially the people who work here. Our founder, Bill Kimpton rebelled against impersonal, generic hospitality that makes people feel disconnected. He initiated a new boutique hotel standard and environment where people could connect, from the heart. That was the goal then, and it is still our purpose today.Your work here has meaning. You're here to improve the lives of coworkers, guests, owners, communities, and together we make that happen. It's what drives all that we do. Every day you can improve lives in your own, unique way and you can expect the same in return. It all starts with you.How We're DifferentOur San Francisco-born entrepreneurial spirit and zest for life kick started this culture in 1981, and it shines through to this day.It all flows from you. The lively, rebellious, genuine you - with your diverse background, talents, experiences, and plucky personality - is fully welcome, and celebrated here. Because we know that when people can be themselves at work, they shine. That's what we seek out and celebrate. It's people of all kinds who share a knack for creativity and self-leadership. People who don't need to be told what to do to get things done. People who have an innate passion for making others' lives better.It adds up to a work environment that's a bit quirky, irreverent, exciting, uncommon, empowering, and downright exceptional. Guests feel it; you'll feel it too.What You'll DoTo ensure the success of Conference Groups, serving as the liaison between the hotel operatingdepartments and the client. The Conference Services Manager must strive to achieve a balancebetween service and the profitability of the organization. Through efficient management of theconference requirements, the goal is to capture the hotel's fair share of revenue through food,beverage, room rental and auxiliary services, such as audio visual provisions, storage and laborfees and other applicable fees. The design and management of conference logistics must includelabor saving measures, as applicable.To effectively communicate and coordinate all aspects of conference planning, to include menuselling and all other detail aspects of conference planning. Further, to ensure that the experienceof the client is not merely satisfactory, but exceeds their expectations and those of the attendees.ESSENTIAL DUTIES AND RESPONSIBILITIES:? Coordinates meetings, conferences, exhibit shows or other special events and activitieswith accuracy and detailed communication outlines for the client and hotel departments,providing the appropriate memos, Banquet Event Orders, Group Profiles and othercommunications as necessary.Coordinates menu arrangements for conference clients that maximize the revenuepotential for the hotel, while serving the needs of the client.? In coordination with the Group Coordinator, obtains Conference rooming lists, monitorscut-off dates, and obtains rooming lists by the due date and in accordance with the salescontract.? Assists conference clients with off-premise (hotel) details as they may affect the hotelservice delivery, such as floral concerns, motor coach requests, limousine requests,exhibit decorator requests, entertainment referrals, golf or sports arrangements, spousalprograms, motor coach arrival/departure patterns, while informing all supporting hoteldepartments and maintaining the integrity of the hotel physical plant. All arrangements areto be assessed the appropriate charges to ensure that the hotel receives a fair share ofrevenue in relationship to the expenditure of time and labor.? Obtains the appropriate approval of the Director of Catering for all purchases, rental orleasing of equipment or supportive requirements of conference groups prior to and inadvance of the actual date of use.? Maintains accurate and current space (room) blocks in the group function log, observingproper turnovers and releasing space appropriately and timely, so to maximize therevenue potential of the hotel through the booking of other business opportunities.? Utilizes the office file system, trace system and general office systems in accordance withthe current policies and procedures.Completes all special projects as assigned by the Director of Catering in a timely manner,while meeting the specified objectives of the assigned project.? Maximizes the hotel's revenue potential by assessing/monitoring room rental fees,electrical charges, telephone charges, box delivery/storage fees, service fees and otherrevenue-generating factors in accordance to the sales contract and with regard to hotelpolicies.? Submits all conference menus, conference profiles, and event orders to the Director ofCatering for review and signature, prior to issuance.? Keeps the Director of Catering promptly and fully informed of all problems or unusualmatters of significance coming to his/her attention so that prompt and corrective actioncan be taken when appropriate.? Maintains flexible hours to accommodate customer needs, due to the cyclical nature ofthe hospitality industry. Conference Services Managers may be required to work varyingschedules to reflect the business needs of the hotel.? Assist with site visits and pre-planning sites.? Regularly attend BEO meetings, resume meetings, and staff meetings.? Forecasting.Administrative Responsibilities:? Schedules appropriate interdepartmental meetings for the operational aspects ofcoordinating conference requirements, which may include pre-planning meetings or a Pre-Conference Meeting for the operational departments.? Adheres to all organization policies, procedures, guidelines, as set forth by the humanresources department.? Prepares detailed Conference Profiles for conferences that are comprehensive and issuedin a timely manner (no less than five working days prior to the group arrival date). Providesan accurate Conference Profile that documents all aspects of a particular conference, toinclude menus, meeting set-ups, client profiles, reservation pick-up statistics and otherpertinent information as outlined in the current departmental policies and procedures.? Prepares a comprehensive Post Conference Report on all conferences. This report shouldbe prepared within 72 hours of departure and include: actual conference statistics versusprojected (room pick-up, cover counts), profile of the attendees (i.e. use the health club,heavy room service, etc.), analysis of future potential, general observations and comments.Other important information may include the number of comps, VIPs, relocated attendees(walks) due to a sell to capacity (over sell), etc.? Participates in the department forecasting procedure, compiling accurate (margin of 3%)and timely reports.? Reviews all client invoices prior to mailing to ensure accuracy and proper assessment of allservices and goods rendered by the hotel. Process final pick reports and commission.? Distribute weekly/daily BEO packages, including pop-up and revisions.SPECIFIC EXPERIENCE WE'RE SEEKING:? Minimum of 1 year experience in Catering Sales/Conference Management.? Experience using Delphi FDC, Opera, Social Tables, and Microsoft Office.Must have extensive knowledge of Food and Beverage etiquette, guest relations andservice standards.? Ability to analyze client needs and negotiate pricing and client requests.? Basic mathematical skills that may be required to complete reports.? Ability to work under time pressures and extensive hours.? Interpersonal skills to provide overall guest satisfaction.? Refrains from accepting gratuities or incentives from vendors or suppliers that providepotential services to the hotel.? Flexible schedule, able to work evenings, weekends, and holidays.QUALIFICATION REQUIREMENTS:To perform this job successfully, an individual must be able to perform each essential dutysatisfactorily. The requirements listed below are representative of the knowledge, skill, and/orability required. Reasonable accommodations may be made to enable individuals with disabilitiesto perform the essential functions.Education and/or Experience:Minimum 1 year of experience in Catering Sales or ConferenceManagement.Language Skills: Ability to read, write, and verbally communicate effectively and professionallywith other business departments, guests, and vendors. Ability to diplomatically deal with difficultsituations and people, while exhibiting a consistent level of professionalism.Physical Demands: While performing the duties of this job, the employee is constantly requiredcollate/file, use a keyboard, dial, sit, stand, walk, see, hear, write, and speak. The employee isfrequently required to bend, climb stairs, balance, reach, stretch, handle (hold, grasp, turn, orotherwise work with the hand or hands), and finger (picking, pinching, fine manipulation). Theemployee is occasionally required to crouch, kneel, squat, twist, push, and pull. The employee isconstantly required to lift and/or move up to 10lbs, frequently lift and/or move up to 25lbs,occasionally lift and/or move up to 50lbs, and minimally lift and/or move up to 75lbs.Mental Demands: While performing the duties of this job, the employee is constantly required toproduce detailed work, use verbal and written communication, have customer contact, handlemultiple concurrent tasks, and constant interruptions. The employee is frequently required to usemath and reasoning skills, and will occasionally give presentations.Work Environment: While performing the duties of this job, the employee may be continuouslyexposed to noise, moderately exposed to heat and use of tools/equipment, and occasionallyexposed to odors, fumes, dampness, and dirt.Please note: management reserves the right to change, modify, and/or alter any of the dutieslisted above to meet business demands.

Created: 2026-03-10