Summary
The Conference Services Supervisor is a comprehensive coordinator of duties, responsibilities, and standard operating procedures in relation to all meeting and banquet space. This leadership role ultimately ensures complete satisfaction and a premier experience for all Guests through professional planning and execution of events.
Essential duties and responsibilities include the following:
- Trains and schedules all Conference Service Team Members including day to day operations as well as group luggage and security responsibilities.
- Directs the Conference Service team in creating an ongoing “daily work log”, and review the Conference Services Specialist daily work log to ensure standards of service, cleanliness and quality are being upheld.
- Coordinates weekly Conference Service schedules with Group Sales & CS Manager.
- Supervise the detailed preparation of all meetings and banquet space for events sold.
- Maintains all aspects, including Sales rep, technical support relationships, component maintenance, and channel selection of the DMX music system within the DoubleTree.
- Coordinates with the Maintenance Team to maintain all lighting and HVAC related standards to meet desired room aesthetics.
- Oversees the working inventory of supplies and equipment, including audio visual products, meeting room amenities and linen supplies.
- Creates and updates Conference Services “task lists”, including daily operating lists and periodic cleaning lists.
- Initiates and sustains steady communication with Guests to better serve and meet their needs.
- Attends Weekly BEO Meetings
- Develops Vendor relationships to procure items of highest quality and at the best price.
- Maintains all technical components related to the emergency announcement system (Evac) within the DoubleTree.
- Constantly promotes safety as an integral element of all DoubleTree’s work environment.
- Schedule requires flexibility.
- Assists in other departments as needed, not limited to all operational positions.
- Performs other duties as assigned.
Supervisory Responsibilities
Manages subordinate specialists who supervise Team Members in Conference Service. Is responsible for the overall direction, coordination, and evaluation of this unit. Also directly supervises non-supervisory Team Members. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training Team Members; planning, assigning, and directing work; appraising performance; rewarding and disciplining Team Members; addressing complaints and resolving problems.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty
Satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Associates degree (A.A.) or equivalent from a two-year college or technical school; or 4 years related experience and/or training; or equivalent combination of education and experience.
Certificates, Licenses, Registrations
Hilton Brand Training upon hire
CPR Certified but will train
Safety Policies & Practices
The Team Member in this position is responsible for following Willow Valley’s safety policies and procedures, promoting safety, and identifying areas for improvement. The Team Member must be knowledgeable about and follow Willow Valley’s Safety Manual. The Team Member will be reviewed annually on workplace safety.
Aware of safety hazards and acts pro actively to prevent injuries. Reports injuries and illness promptly and thoroughly. Attends training meetings, performs site safety inspections and conducts Team Member training when appropriate.
Computer Skills
General computer skills, such as Word, Excel, Power Point. Experience in UKG and Delphi
preferred.
Complexity & Judgment
Work requires performing non-related tasks that are unrelated. Problem solving occurs as a regular part of the job. Established practices and procedures are not always available to address all situations. Individual judgment is used on a regular basis.
Guest & Team Member Relations
This position requires the ability to resolve issues with Guests, Team members and/or the public.
Influencing and persuasion are frequently used skills of this position.
Reasoning Ability
Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difficult phases. Ability to deal with a variety of abstract and concrete variables.
Language Skills
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions,
percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Physical Demands
While performing the duties of this job, the Team Member is regularly required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The Team Member frequently is required to stoop, kneel, crouch, or crawl and talk or hear. The Team Member is occasionally required to sit and climb or balance. The Team Member must regularly lift and/or move more than 75 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.
Work Environment
While performing the duties of this Job, the employee is occasionally exposed to wet and/or humid conditions; outside weather conditions and risk of electrical shock. The noise level in the work environment is usually moderate.
Full-Time Benefits offered by Willow Valley Associates
- Medical
- Dental
- Vision
- Matching 401(k)
- Employee Assistance Program
- Free Life Insurance
- Paid Time Off
- Hotel Discount Program
- Fun Work Environment!
Willow Valley Associates is an equal opportunity employer.
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