Complex Conference Services Manager

Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen. The hotel is also located next to the International Market Place-- a dining and shopping destination in the heart of Honolulu featuring 75 retail shops and outdoor seating at seven signature restaurants. The Complex Conference Services Manager is responsible for servicing and supervising assigned group business after it is booked by the sales department, and through completion of the event or function, while maintaining profitable operations and high quality products and service levels. Respond accordingly.Attend meeting and take minutes.Responsible for the smooth operation of the office.Assist in copying/faxing/mailing.Maintain a central purchase order system for office supplies.Handle complaints/questions/special requests from hotel guests.Handle VIP room reservations as requestedCoordinate all hotel travel arrangements for sales trips and annual meetings.Review and respond to all timesheet edits, payroll corrections, etc.Maintain trace files.Manage existing files and create new ones as needed.Process and Follow-up on all turnovers within 72 business hours via telephone followed by email.Know meeting room setups and capabilities.Know sleeping room configurations and types.Respond to requests by Meeting Planners immediately via phone & email.Use the Partnership Agreement to meet client needs.Have comprehensive knowledge of all operational departments within the hotel; guest services, reservations, housekeeping, audio visual, revenue, accounting, restaurants, bars, and engineering.Interact with outside planners, vendors for event setup.Maintain pricing integrity and propose menus for clients.Plan and manage internal and/or external Pre-Event meetings as required.Route BEO’s, BQT Check, Floor Plans and Group Resumes weekly and in a timely manner.Facilitate BEO & Group Resume weekly meetingsManage the Delphi or function book, and adjust space in order to ensure maximum revenue potential.Assist with physical event set-up as neededCoordinate with reservations, review and revise rooming lists and VIP lists.Process Hilton Honors Meeting Planner PointsPrepare and submit required reports in a timely manner.Finalize event billing and complete post-event communication, including post-event meetings as required.Manage existing accounts and follow up with client re-solicitation to capture future business.Coordinate catered food & beverage and keep them informed of F&B issues as they arise.Be visible on the floor and assist at group, VIP check-in and as needed during functions.Be involved in and/or conduct departmental and hotel training (One-to-One Training, etc. Extensive knowledge of all hotel departmentsAbility to interact effectively – verbally and written - with all levels of hotel guest, staff and management in an attentive, friendly, courteous and service oriented manner.Ability to excel in a fast-paced environmentSelf-confident, proactive, and able to prioritize and make effective decisionsMust be able to multitask and prioritize departmental functions to meet deadlinesMaintain a warm and friendly demeanor at all times.Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.Attend all hotel required meetings and trainings.Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.Maintain high standards of personal appearance and grooming, which include wearing nametags.Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.