Conference Services Manager

Conference Services Manager

Discover the unique charm and character of La Posada de Santa Fe, A Tribute Portfolio Resort & Spa. Located on six acres steps from the historic Plaza, our Southwestern-style hotel is the only full-service resort in downtown Santa Fe. Resort guests enjoy easy access to Santa Fe landmarks like the New Mexico History Museum and Canyon Road art galleries.

The Conference Services Manager is responsible for the planning, coordination, and successful execution of assigned group meetings, conferences and special programs at La Posada de Santa Fe. This position serves as the primary hotel contact for clients following the completion of the sales process, guiding each program from turnover through departure and final billing. The Conference Services Manager combines strong organization and operational knowledge with the personalized, intuitive service expected of a lifestyle property.

Success in this role requires close collaboration with Sales, Catering, Banquets, Culinary, Front Office, Reservations, Revenue Management, Housekeeping, Engineering, and Finance. The ideal candidate is detail-oriented, polished, proactive, and skilled at creating memorable events that reflect the distinctive character, art, culture, and hospitality of Santa Fe.

Key Responsibilities:

• Serve as the primary contact for assigned groups after the business is contracted and turned over by the Sales or Catering team.
• Lead detailed planning conversations to understand each client's objectives, priorities, preferences, and program requirements.
• Coordinate all aspects of assigned events, including guestroom blocks, meeting space, food and beverage, audiovisual needs, transportation, amenities, décor, billing, and special requests.
• Conduct planning meetings, site visits, menu consultations, and pre-convention meetings as appropriate.
• Prepare and distribute accurate banquet event orders, group resumes, rooming-list reports, diagrams, agendas, and other operational documents.
• Establish and communicate clear timelines for rooming lists, menu selections, guarantees, deposits, and other program deadlines.
• Maintain regular and timely communication with clients throughout the planning process.
• Provide a seamless transition from the sales experience into event planning and hotel operations.

Event Execution:

• Ensure event details are clearly communicated to all hotel departments and operational partners.
• Review assigned programs with department leaders to confirm staffing, timing, setup, service standards, and special arrangements.
• Be visible and accessible during key program periods, including group arrivals, major functions, and high-profile events.
• Monitor event execution and respond quickly to changes, concerns, or opportunities to enhance the client and guest experience.
• Anticipate client needs and develop thoughtful solutions while protecting the hotel's service standards and financial interests.
• Conduct post-event follow-up and assist with the timely resolution of billing questions or outstanding items.
• Capture client feedback and share relevant insights with hotel leadership and operating departments.

Revenue and Financial Performance:

• Identify and secure opportunities to increase food and beverage, audiovisual, guestroom, amenity, and event-related revenue.
• Support the achievement of banquet, meeting room rental, and ancillary revenue goals.
• Confirm that all event charges, concessions, contractual commitments, and payment requirements are accurately documented.
• Partner with Finance and operating departments to ensure complete and accurate billing.
• Monitor event changes that may affect revenue, profitability, space utilization, or operational delivery.
• Manage complimentary items, upgrades, concessions, and special arrangements within established hotel guidelines.
• Maintain accurate event information and financial updates within the hotel's sales and event management systems.

Internal Communication and

Collaboration:

• Lead or participate in banquet event order meetings, resume meetings, pre-convention meetings, and weekly operational reviews.
• Communicate program changes promptly and accurately to all affected departments.
• Build effective working relationships across the hotel to support a coordinated and elevated guest experience.
• Partner with Sales and Catering to ensure contract terms, client expectations, and operational requirements are fully understood.
• Work closely with Banquets and Culinary to develop event experiences that are appropriate for the client,…