Area Conference Services Manager

Viceroy Hotels & Resorts inspires travelers with one-of-a-kind authentic lifestyle experiences that bring together provocative design and intuitive service in sought-after locations. A leader in modern luxury, Viceroy’s vibe-led hospitality is guided by the brand promise “Remember to Live,” an affirmation to create lifelong memories for each guest. As an industry leader in creativity and innovation, our hotels draw upon the diverse backgrounds and talent of our extraordinary team for optimal success.

Viceroy Washington DC personifies the eclectic Logan Circle neighborhood as home to a diverse and genuine collection of artists and urban innovators. Located off the vibrant 14th Street Corridor, steps from unique shops, galleries, bars, and restaurants, Viceroy Washington DC is poised to act as a thoughtful host among the city’s liveliest and artful locations.

If you are inspired by challenges in a fast-paced environment, are thoughtful and entrepreneurial in your approach to opportunity, and if you possess a true passion for hospitality and genuine service, we are interested in speaking with you about our groundbreaking opportunity for Area Conference Services Manager at Viceroy Washington DC & Hotel Zena.

The ACSM is the event planner’s single point of contact, responsible for planning all aspects of groups and events once they are turned over from the sales manager. The ACSM is responsible for maximizing revenue in all areas of the hotel, insuring that the very highest standards of service are delivered, and that all contractual obligations (both on the part of the hotel and the guest) are satisfied.

This position works directly with all operational departments to insure that guest expectations are surpassed and revenue is properly captured and maximized. The ACSM will report directly to the Area Director of Catering & Events.

Planning Responsibilities

• Follow all established procedures as designated in sales and catering/conference services SOPs.
• Become familiar with all assigned group and event turnovers: review contract and discuss any questions with the appropriate sales manager prior to contacting the client for the first time.
• Manage all group room blocks, insuring that reservations are input on or before the contracted cutoff date.
• For groups who submit reservations by rooming list, make all reservations and establish billing as instructed by the guest. Process all changes and revisions to reservations as requested.
• Complete any necessary post event city-wide guestroom audits as detailed in group contracts.
• Forecast banquet and catering revenues monthly for all definite groups.
• Insure additional deposits are collected by the date requested in the contract.
• Maintain assigned files in accordance with the guidelines outlined in catering/conference services SOPs.
• Conduct site inspections and maintain familiarity with both hotels and their capabilities.
• Work directly with clients to achieve maximum revenue and profit while exceeding guest expectations.
• Prepare customized menu proposals as requested by guests in consultation with the Executive Chef.
• Coordinate and execute tastings as required.
• Prepare Banquet Event Orders (BEOs) and conference resumes for all groups and events. BEOs and resumes are to be complete and accurate and distributed within the required time frame after obtaining client signatures.
• Prepare event diagrams that correspond to BEOs to illustrate room layout requirements.
• Prepare a detailed estimate of charges for every event. The estimate should be delivered to the guest at the same time as the initial set of BEOs.
• Change and revise BEOs as necessary, following appropriate SOPs.
• Provide final guarantees 72-hours in advance, using appropriate procedures.
• Host internal tie-down meetings, or pre-event meetings with clients as necessary.
• Host internal post event meetings with clients as necessary.
• Review final invoice from accounting to insure that it is accurate and correct. Return all invoices to accounting within 48 hours.

• Coordinate and facilitate vendor deliveries as appropriate.
• Oversee all event details to ensure the highest standards of…