Conference Coordinator - Higher Ed. jobs in Duluth, MN

Basic purpose or function:  Responsible for generating Conference Center meetings and banquet event sales ensuring that services and offers exceed our guests’ expectations. Develop higher property-wide revenue through outside sales of meeting space.  Duties include leadership for the Conference Center operation, a 360 degree sales process for new business including lead generation, prospecting, closing sales and follow through with the same enterprises or individuals for successive engagements.

Job Responsibilities:

• Work directly with the Hospitality Manager, Food & Beverage Manager, Marketing Manager, and other Conference Center Team Members to book and plan banquet functions, wedding receptions and organizational meetings from businesses, civic organizations, sporting groups and holiday parties, etc.
• Plan, develop, and implement entertainment, special events for the Conference center.
• Communicate and coordinate interdepartmental planning in weekly BEO (Banquet Event Order) meetings.
• Work with IT to acquire and/or arrange for the necessary production equipment (e. g. sound, lights, decorating) to support all events.
• Work with the Food &Beverage Manager to develop and maintain a cost-effective banquet and function pricing structure and comply with casino billing procedures.
• Work with the Marketing Manager and Hospitality Manager to ensure cross communication and arrange publicity for internal and external Conference Center events.  Use the Marketing Design Request form to request signage, tickets, Marketing monthly flyer inserts, and requests for electronic bill board event postings.
• Train, coach, schedule, evaluate, discipline, and hold team members accountable as necessary; following the procedures of the HR Department. 
• Develop, implement, and enforce department procedures and ensures adherence to casino policies.
• Prepare, monitor, and control the annual operating and capital budget for the Conference Center. The Conference Center budget will be developed in coordination with the Hospitality Manager to incorporate the group sales forecast of revenue and expense.
• Study and understand space and amenity pricing thoroughly, negotiate and close bookings.
• Develop a booking system to track correspondence with contacts to stay current with where each of them is in the steps of the sales process.
• Work in conjunction with the Hospitality Manager, Food & Beverage Manager and other Conference Center Team Members to develop an efficient event scheduling system.
• Conduct research and marketing surveys to determine opportunities to pursue in our regional marketplace.
• Maintain an organized inventory of existing accounts, develop new accounts and establish positive working relationships with all clients by fully understanding their expectations and anticipating their needs.
• Promote ever increasing awareness of the Conference Center to potential clients for meetings, corporate retreats, social events, etc. via sales calls, on-site visits, phone calls, tradeshows and written correspondence.
• Conduct tours of our property with meeting planners and other potential clients while informing them of all food related, gaming, lodging and event services we have to offer.
• Oversee and decorate the set-up, decorating, and take-down of dining room, link hallway, VIP events themes, and/or meetings. Ensuring that client specifications are met prior to guest arrival.
• Keep very detailed records of correspondence and current status of existing and potential clients.
• Provide a summary of monthly contacts, follow up and closing activity to the Hospitality Manager.
• Promote the highest degree of customer service, both internally and externally.   Contribute positive energy to a work environment that promotes teamwork, recognition, mutual respect, and guest and team member satisfaction.
• Adhere to compliance with departmental procedures and internal controls, policies, procedures and regulations.
• Understand and promote the Vision/Mission Statement, Core Values, Three Steps of Service and 8 Service Standards. Keep current and knowledgeable on all Marketing promotions and impart this information to Guests and Team Members
• Keep current on trends within the hospitality, conference and restaurant industries.
• Assists the Marketing Department with promotions and events to engage potential clients on an ongoing basis.
• Efficiency with the Sales and Catering Management system along with the Lodge PMS system.
• Attends all meetings as requested by the department Manager.
• Process billing and banquet orders using the PMS System.
• Function in the absence of team members.
• Resolve conflicts relating to guest services or personnel issues
• Responsible for working with and complying with the directives of the scheduled Manager-On-Duty (MOD)
• Other duties as assigned.