Senior Conference Service Manager

Why us?

At Sage Hospitality, how we work matters just as much as what we do. We are guided by a shared purpose to enrich lives, one experience at a time, and a vision to redefine how the world experiences hospitality.

At The Nines, Portland, we embrace:

- Historic Retail Palace Reborn - Adaptive reuse of the 1909 Meier & Frank building as a love letter to Portland's architectural past

- Dual Culinary Destination - Urban Farmer's farm-to-table steakhouse and Departure's rooftop pan-Asian cuisine — two of Portland's most acclaimed restaurants

- Living Sustainability Philosophy - Onsite honeybees, hydroponic gardens, and a house butcher reflect a genuine commitment to sourcing

- Oregon Art Immersion - 400+ locally curated pieces including the iconic Bird Song chandelier and student monotypes in every room

- Sophisticated Portland Spirit - Luxury rooted in the city's creative, locally obsessed, independent character

All associates play an essential role in creating welcoming, inclusive environments where kindness, hospitality, and excellence are felt by guests and teams alike. These brandings reflect the unique spirit of The Nines, Portland and align with Sage Hospitality's commitment to genuine, meaningful connection.

Job Overview

Plan, organize and manage the in-house details for both Group Conferences (Corporate, Association) and catering only events of all sizes, with a specialty vertical focus in professional and non-professional sports. Ensure maximization of room and meeting space, revenues, and profits while delivering a quality product. Focus on execution of all aspects of event planning including coordination from the signing of a group contract forward, VIP needs, amenities, group resumes, and rooming lists.

Responsibilities

- Responsible for the management and planning of meetings/conventions of all sizes and related activities including Group Conferences (Corporate, Association) catering only events of all sizes, and experience with a specialty vertical focus in professional and non-professional sports.

- Attends Banquet Event Order (BEO) and staff meetings and performs as a team leader for all hotel department staff participating in the event delivery process.

- Achieve a minimum of 90% of productivity goals and 100% of activity goals, as established by management.

- Coordination of all group business as developed by the sales manager. Contact and appropriately follow-up on all signed/contracted business within 5 working days. Determination and coordination of all event planning needs.

- Maintain well documented, accurate, organized and up to date file management in order to serve client and the employer in the most expedient, organized and knowledgeable manner.

- Develop customer profiles and maintains an effective trace system including trace dates and references resulting in superior account service and increased revenues.

- Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.

- Follow up on all client needs and inquiries in an efficient and expedient manner.

- Focuses on revenue-generating activity and maximizes selling time through retaining accounts/clients, maximizing account yield opportunities and sales effectiveness.

- Detail, up-sell and detail the program with the client including; verification and modification of space requirements, audio-visual, times, equipment, menus, themes/decorations, etc. Prepare the appropriate resumes and paperwork to ensure quality service.

- Manage function details and related activities to ensure that program requirements are satisfied. Anticipate and handle customer complaints and/or problems to ensure quality product delivery, customer satisfaction and repeat business.

- Oversees all billing details for hotel groups to include processing of deposits, direct bill applications, credit card authorizations and coordination with accounting.

- Improve hotel convention services' products through; (a) participate in the development of new sales tools and systems, (b) participate in the analysis of the strengths and weakness of our competitions product, and (c) analysis, understanding, and satisfaction of our customers’ needs.

- Monitor and control individual client event budgets and details to maximize revenues and minimize expenses while ensuring delivery of a quality product.

- Attend and lead pre conference meetings as needed. Coordinate the pre-con between the client and hotel staff and review the details of the BEO with all parties.

- Close out all groups to include pickup in sales system (CI/TY) and commission owed, including processing with accounting.

Qualifications

Qualifications:

- Minimum of high school diploma or equivalent.

- Exceptional organizational and time management skills.

- Minimum of 5 years of experience in event planning, preferably within a luxury hotel setting.

- Strong organizational and project management skills.

- Excellent interpersonal and communication skills, with the ability to build strong client and vendor relationships.

- Ability to work under pressure and manage multiple events simultaneously.

- Flexibility to work evenings, weekends, and holidays as needed.

- Ability to manage multiple projects simultaneously and meet tight deadlines.

Knowledge/Skills

- Strong attention to detail and problem-solving skills.

- Creative thinking and ability to innovate in event design and execution.

- High level of professionalism and customer service orientation.

- Requires a working knowledge of banquet/catering food and beverage services, policies or operations.

- Requires knowledge of computer equipment.

- Requires compiling facts and figures in accordance with established procedures.

- Supervisory skills needed.

- Communication skills required to provide information and associated services to hotel management and guests.

- Excellent hearing necessary for verbal interaction with guests and associates.

- Excellent vision necessary to view set-ups.

- Excellent speech communication skills required for verbal interaction with guests and associates.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Lifting, pushing, pulling and carrying tables, chairs, boxes (50 lb. maximum) occasionally.

- Bending/kneeling required for taping down cords, skirting tables, picking up floor after function occasionally.

- Ability to stand and walk for extended periods.

- Mobility - ability to service clients on a moment notice, variable distances.

- Continuous standing required for function observation, client site inspections (one hour minimum to four hours maximum). Climbing stairs of approximately 55 steps 3-5% of 10 hours daily.

Environment

Inside 95% of 10 hour day. Outside 5% of 10 hour day. Temperatures - extreme summer heat of 95 degrees and above, and winter cold.