What are the responsibilities and job description for the Conference Planning Manager position at Q Center?
Q Center is looking for a Conference Planning Manager to join our team!
Job Summary
The Conference Planning Manager is responsible for managing the daily operations of their assigned workload. He/she will effectively plan and ensure execution of events, trainings and meetings to include but not limited to dates/timing of arrival and departures, transportation, room set-up, audio/visual and production needs and food service to guarantee client satisfaction.
This position is on-site, with a varying schedule that includes days, afternoons, and evenings throughout the week and weekend.
Benefits
- Paid time off
- 401(K) with employer match
- Holiday Pay
- Medical, Dental and Vision Insurance with Wellness Credits
- Employee Assistance Program
- Basic Life, AD&D
- Disability Benefits
- Employee Meals
Education & Experience
- High School diploma or equivalent and/or experience in a conference center or a related field required.
- At least 5 or more years of progressive experience in a conference center or related field preferred.
- College course work in related field preferred.
- Proficient computer knowledge/skills required.
- Knowledge of working with conference center programs (PMS & Diagram Systems) required.
Physical Requirements
- Flexible, weekends 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
Fundamental Requirements
- Associate must, at all times, be attentive, friendly, helpful, and courteous to all guests and fellow associates.
- Maintain a professional working relationship and promote open lines of communication with managers, associates, and other departments.
- Oversee and manage the daily operations of department and associates.
- Maximize financial performance while upholding quality standards and maximizing levels of associate and guest satisfaction.
- Define and implement department objectives and standard operating procedures.
- Manage budget, forecast, expense, records, and contracts.
- Ensure preparation of required reports, including (but not limited to), payroll, revenue, associate schedules, and quarterly action plans; assist in maintaining an organized and comprehensive filing system with documentation of purchases, invoices, schedules, forecasts, reports and tracking logs; submit required reports in a timely manner.
- Maintain Q Center Standard Operating Procedures regarding Purchase Orders in Birchstreet.
- Develop labor schedules to align with operation needs ensuring guest and client satisfaction; make changes for-the-week, in-the-week as business changes occur and effectively communicate changes timely and appropriately.
- Interview candidates for open department positions and follow standards for hiring approvals.
- Conduct departmental training, departmental meetings developing associate morale and skills.
- Motivate, coach and counsel all department personnel according to Q Center Policy.
- Conduct associate performance reviews in accordance with Q Center standards.
- Ensure training and compliance of all associates on Standard Operating Procedures, Q Center policies, technical tasks and risk management is achieved.
- Operate all aspects of the department computer system, including software maintenance, report generation and analysis, and simple programming.
- Keep immediate supervisor fully informed of all problems or matters requiring their attention.
- Respond to all associate and guest requests, problems, complaints and/or accidents presented through various channels, in an attentive, courteous, and efficient manner; follow up to ensure guest and associate satisfaction.
- Maintain a clean, organized work area and manage all necessary department supplies.
- Ensure overall associate and guest satisfaction and safety is achieved.
- Perform other related duties as assigned.
- Effectively plan and internally communicate client requirements, ensuring all information is accurate between client and center staff.
- Handle multiple programs and different stages of planning simultaneously.
- Work directly with all departments of the conference center to ensure that all appropriate communication for upcoming business is complete and distributed in a timely manner to the management team in the form of Banquet Event Orders and Resumes; including and not limited to the departments below:
- Conference Services/Technology
- Food and Beverage
- Guest Services
- Recreation
- Q Creative/Q Print
- Finance
- Work with Finance Department to review and complete all post billing then supply client with final invoice.
- Establish and maintain rapport with clients while promoting the effective utilization of conference center facilities and services.
- Conduct walking site inspections and maintain the onsite communication channel between conference center and client.
- Plan and conduct pre and post event meetings with clients to ensure satisfaction and obtain feedback; communicate feedback with applicable departments.
- Maximize exposure through creative promotion both during and pre /post event.
- Provide feedback to Director of Conference Planning relating to guest comments, observations, rumors, market trends and competitors’ activities.
- Greet guests during events.
- Anticipate guests' needs, respond promptly and acknowledge all guests.
- Maintain confidentiality and security of specified conference center information, correspondence, reports and files.
- Perform all necessary requirements of account lead to assigned account.
- Continuously maintain accurate and updated information in Delphi.
- Assist sales department in rebooking repeat business.
- Contribute to the management of the daily operation of the department
- Contribute to the definition and implementation of departmental objectives and standard operation procedures.
The Q Center:
Q Center is more than a conference center – it’s an experience! With 40 years of experience in meeting planning and special event production, Q Center has become an industry leader with boundless versatility and exceptional levels of service. As the largest full-service conference facilities in the Midwest, our vast 150,000 square-feet of IACC-certified meeting and event spaces regularly host a variety of occasions, from large-scale Fortune 500 company meetings to small business training and special events, like fundraisers and galas. One thing is for sure – food and fun are abundant at Q Center for all to enjoy. From our 95 acres of recreational fun to exploring local sites and indulging in gourmet cuisine, we aim to make every guest experience beyond expectations. Q Center isn’t just for business meetings and conferences – our multi-talented team and event space makes us one of the Midwest’s premier special event venues!
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other characteristic protected by law.
EEO is the Law Supplement Notice Pay Transparency
If you require a reasonable accommodation to complete an application, please email your request to careers@qcenter.com and provide the job title to which you are applying.