What are the responsibilities and job description for the F&B - Manager, Conference Services position at Wintergreen Pacific LLC?
JOB DESCRIPTION
POSITION: Manager, Conference Services
FLSA: Exempt
REPORTS TO: Director, Sales and Conference Services
SUMMARY: Serve as an integral part of the Conference and Sales team, assisting group meeting and event planners with design and implementation of successful events at Wintergreen. Function as the key contact for the client in all aspects of coordination and follow-up, planning and execution of programs and events. Coordinate functions with all resort departments and vendors. Adjust and maintain group lodging blocks, processing necessary information within resort guidelines, and effectively meeting deadlines. Act as liaison between meeting planner and resort departments, professionally managing requests, both in the planning stages and when groups are on site. Build long-term relationships with clients in order to generate repeat business. Proactively upsell all aspects of the resort to groups, including accommodations, F&B, activities, recreation, AV, and transportation.
PRIMARY RESPONSIBILITIES:
- Promote and sell F&B, accommodations, transportation, recreation, activities, and conference programs that meet and exceed department budget goals.
- Manage accounts through the planning process to ensure a successful event from pre-arrival to post-departure. Coordinate all aspects and details of agenda.
- Optimize revenue when selling events.
- Communicate all details, changes, revisions with client and proper departments following resort policies and guidelines by generating BEO’s, event agendas, memos, and any necessary correspondence.
- Work in tandem with the Conference Sales Managers to ensure total execution of groups/clients expectations and needs.
- Schedule site planning, pre-conference meetings, and manage ongoing communications with internal teams.
- Follow up with Banquet Managers on signage and timeliness of set-up, cleanliness of meeting rooms, conference center, and public areas to ensure functions are arranged as indicated.
- Sell and reserve necessary recreation, activities, and transportation needs with respective departments.
- Manage clients by corresponding in a timely and professional manner throughout the planning stages as well as contacting client upon arrival and periodically during their visit to ensure a successful program.
- Ensure accuracy and timely reporting of charges, meeting room rentals, and miscellaneous services.
- Arrange all aspects of F&B from restaurant reservations to banquet functions.
- Sell and secure entertainment, photographers, florists, tents, and other ancillary services for events.
- Proactively predict and solve potential issues with a group’s program, exercising appropriate judgment and finding quick solutions.
- Keep abreast of rate changes, package information, and resort operation schedules.
- Interact with and assist clients whose files may be assigned to another Conference Services Manager during pre-planning and while on site as necessary.
- Assist in distribution of BEO’s, event agendas, F&B and general weekly reports and updating lobby board.
- Keep bookings organized and up to date through the iVvy Sales & Catering System
- Keep Director of Conference Sales and F&B team of group situations, comments, and criticism, both positive and negative during planning stages and while on site.
- Attend weekly program review meetings.
- Assist in planning internal events and executing special events throughout the resort as needed.
- Assist clients on site with business office needs, i.e., printing, copies, messages, etc.
- Ad hoc duties as assigned from time to time.
- Follow up with clients post-event to garner feedback and promote future bookings.
MINIMUM QUALIFICATIONS:
- Excellent sales, telephone and guest services skills, and the ability to conduct client and associate interactions in a professional manner. Outstanding customer service skills a must.
- Must have experience in the hospitality industry.
- Some F&B background is desirable.
- Leadership skills with the ability to make quick, educated decisions and work with minimal supervision.
- Computer experience needed with Microsoft Word, Microsoft Excel, Springer Miller, and IVvy knowledge helpful.
- Flexible schedule required with ability to work weekends, nights, early mornings, long days, and some holidays, as needed.
- Guest service focused with excellent verbal and written communication skills.
EDUCATION, TRAINING AND EXPERIENCE GUIDELINES:
High school diploma OR GED.
LICENSE AND CERTIFICATION REQUIREMENT(S):
- Must possess a valid, unrestricted Virginia driver’s license.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
- Standard office environment with extensive computer and phone usage.
- Must be able to lift 25 lbs
- Have the ability to walk throughout property with stairs
- Stand for extended periods
- Must be able to walk outside in winter conditions
BENEFITS OF WORKING AT WINTERGREEN:
Wintergreen Resort is a place for mountain lovers, adventure seekers and outdoor explorers. A place to chase new experiences, marvel at the unexpected, and build new relationships that will keep you coming back for more. We work to play! We work in a fun-filled, beautiful resort setting and have a competitive compensation with a comprehensive benefit portfolio for full-time year-round associates: (Medical, Dental, Vision, Life, Short and Long Term Disability Insurances as well as Paid Time Off and a 401K plan). Our unique Recreational Benefit Package offers associates free and/or discounted resort activities, services and products.
We have many fantastic opportunities available from our spectacular, sweeping mountain slopes to our beautiful valley and lake. If this position isn’t quite what you are looking for, please visit our career page for even more open positions: Wintergreen Resort: Premier Blue Ridge Mountain Ski, Golf, Tennis, Spa and Family Vacation Resort in Virginia.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other characteristic protected by applicable law.
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this position; employees may be assigned other duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.