Conference Services Manager

Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America.

With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen.

The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive out performance and maximize asset value.

With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel brands.

This 645-room hotel is perfectly located on Honolulu's famous Kalakaua Avenue, where it is just steps to the beach and an arm's reach to the best dining, shopping, and entertainment in the area. Guests can borrow the hotel's own towels and beach chairs to spend the day by the sea, or choose to lay out by the hotel's pool with a tropical drink from nearby Tiki's Grill and Bar.

And for the adventurous, The Twin Fin offers a on-site activities desk ready to curate a number of fun experiences.

The Conference Service Manager is responsible for clerical, administrative, marketing materials, and other duties to assist in the smooth operation of Sales/Catering for Groups. He/she is also responsible for providing attentive, courteous and efficient service to all guests.

• Answer telephone and email messages. Respond accordingly.
• Open and distribute mail.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable)
• Filing of all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to department.
• Produce contracts for incoming clients.
• Maintain strong client relations and ensure that conference specifications are communicated and executed for a successful meeting experience for the meeting planner at Center.
• Monitor conference activities on-site to ensure accurate and timely execution of conference arrangements.
• Cultivate client partnership and ensure all details are communicated and executed for a successful and enjoyable experience for all involved.
• Monitor and manage room blocks according to contract utilizing group history report s and information given by clients to maximize Center’s profitability, adjusting as necessary
• Review sales contracts as well as other important information, i.e., room block, cutoff date, special concessions and attrition clauses and validate with the client
• Monitor and enforce program deadline dates (Deposits, Full Payment)
• Recommend enhancements and, or upgrades to maximize revenue,
• Engage in site visits and other client meetings.
• Produce and distribute conference resume at least a week before group arrival and communicate any changes and updated information to hotel departments.
• Participate & lead weekly Sales Meeting, Operations Meeting, Banquet Event Order (BEO) Meeting and any other required meetings relevant to the role.
• Monitor the sleeping room block, special room concessions, and rates as outlined in contract
• Create invoices/billing information, to include the estimated amount of billing, billing type, and appropriate contract and update information as necessary until departure.
• Participate in Pre/Post Conference meetings and review bill with the client.
• Issue daily, weekly Delphi reports.
• Maintain adequate inventory of office supplies.
• Responsible for the smooth operation of the office.
• Type and distribute meeting minutes.
• Maintain trace file as needed.

Education & Experience:

• High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
• At least 3 to 5 years of progressive experience in…