Conference Services Administrative Supervisor

The Conference Services Administrative Supervisor is responsible for overseeing the daily operations of the Conference Services Administrative duties, ensuring seamless coordination, and maintaining high standards of service. This role involves leading and supporting the Conference Services Coordinators, ensuring all client and departmental needs are met efficiently, and handling additional supervisory responsibilities, while actively & independently supporting the Conference Services Managers.

Reporting to the Director of Catering and Conference Services, the responsibilities and essential job functions include but are not limited to the following:

• Leadership & Supervision:
  Oversee and provide guidance to all Conference Services Coordinators, ensuring tasks are completed accurately and in a timely manner. Ensure appropriate coverage of coordinator duties when team members are out of the office.
• Training & Development:
  Take the lead in training all new coordinators, updating and maintaining the training manuals, and ensuring ongoing development of team members.
• Event Support:
  Assist with the preparation, distribution, and organization of Banquet Event Orders (BEOs) for Legacy & other House Events, ensuring accuracy and attention to internal client needs.
• Client Relations:
  Act as the primary contact for managing client requests in the absence of Conference Services Managers or at the request of the Director. Provide consistent, professional, and friendly service to all clients.
• Administrative Responsibilities:
  Oversee PM System bookings, ensuring all information is entered accurately for file creation and maintenance. Manage and distribute documents, correspondence, and other communication between clients and department managers.
• Project Management:
  Take on additional projects as assigned by the Director of Catering and Conference Services, ensuring they are executed effectively and on time.
• CSM Support:
  Ensure smooth day-to-day operations by assisting managers with resumes, amenities, planning visit coordination, guestroom reservations, BEO preparation, filing, telephone calls, and other related tasks.
• Continuous Improvement:
  Regularly review department processes to ensure they align with the highest standards of service and operational efficiency.

• Computer literate in Microsoft Windows applications and/or relevant computer applications.
• Strong leadership and supervisory skills.
• Excellent communication skills, both written and verbal.
• Strong interpersonal and problem-solving abilities.
• Highly driven, self-starter, responsible and reliable.
• Ability to focus attention on guest and sales manager needs, while always maintaining composure and professionalism.
• Previous experience in conference services coordinator position is required.

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