Convention Services Mgr

Isla Bella Beach Resort combines unparalleled luxury with the authentic charm of the Florida Keys to create an oceanfront destination like no other. Nestled on 24 acres in Marathon, this 199-room resort blends modern elegance with the natural beauty of a mile-long private beach and vibrant marine surroundings. With a focus on exceptional guest experiences, Isla Bella offers world-class dining, a full-service spa, and a marina for thrilling water adventures, all designed to capture the laid-back yet sophisticated spirit of the Keys.

Job Summary

Conference Services Manager orchestrates all aspects of conferences, conventions, and special events, ensuring they meet client expectations and venue standards. This role involves collaborating with clients to understand their needs, coordinating logistics such as catering, audio-visual equipment, and accommodations, and managing on-site operations to deliver high-quality, memorable events. The position requires strong organizational, communication, and problem-solving skills to handle complex logistics and maintain client relationships.

Key Responsibilities

Planning

• Meet with clients and event representatives to determine objectives, budgets, and specific requirements for events such as weddings, meetings, conferences, or conventions.
• Coordinate site inspections for meeting planners, providing necessary documentation and ensuring the venue meets their needs
• Negotiate and execute vendor agreements, securing the best pricing and concessions while adhering to legal and organizational guidelines
• Develop detailed event plans, including Banquet Event Orders (BEOs), group resumes, floor plans, and schedules, ensuring clear communication with all departments

Event Coordination and Execution

• Oversee logistics, including room setups, catering, audio-visual requirements, transportation, and entertainment, ensuring alignment with client specifications
• Facilitate weekly BEO review meetings to ensure accurate interpretation of client itineraries and anticipate potential challenges.
• Manage group room blocks, monitor cutoff dates, and handle attrition or cancellation penalties to optimize rebooking opportunities
• Supervise on-site event operations, resolving issues promptly to ensure smooth execution and high guest satisfaction

Administrative and Financial Duties:

• Prepare and manage budgets, track expenses, and ensure cost efficiency without compromising quality
• Maintain accurate records, including contracts, meeting minutes, and financial reports, and process billing and payment collection
• Use event management software (e.g., Delphi, Microsoft Office) to streamline operations and maintain accurate data

Team Leadership and Collaboration:

• Lead and motivate event staff, delegating tasks and providing training to ensure high performance and compliance with safety standards
• Collaborate with internal departments (e.g., food and beverage, housekeeping, maintenance) to coordinate services and resolve operational issues.
• Build and maintain relationships with clients to encourage repeat business and enhance the venue's reputation

Compliance and Safety:

• Ensure compliance with venue policies, safety regulations, and legal requirements, including obtaining necessary permits (e.g., fire, health, alcohol.
• Maintain a safe work environment by providing safety-related training and ensuring proper equipment maintenance

Qualifications

Education:

• Bachelor's degree in hospitality management, Event Management, Business Administration, or a related field preferred. An associate degree with relevant experience may suffice

Experience:

• 2-5 years of experience in event planning, hospitality, or customer service, with prior roles such as Event Coordinator, Catering Manager, or Sales Representative being advantageous
• Proven experience in managing budgets, negotiating contracts, and coordinating large-scale events.

Skills:

• Strong organizational and multitasking abilities to manage complex event logistics
• Excellent communication and interpersonal skills for client interactions and team coordination
• Proficiency in event management software (e.g. Microsoft Office) and budgeting tools
• Problem-solving skills to address unexpected challenges in high-pressure environments
• Business acumen, including upselling techniques and knowledge of hospitality industry trends
• Physical stamina for extended periods of standing, walking, and lifting up to 25-30 lbs

Work Environment

• Work in a fast-paced, high-pressure environment, often requiring flexibility to work evenings, weekends, and holidays based on event schedules
• Involves physical tasks such as setting up event spaces, walking venues for inspections, and coordinating load-in/load-out operations
• May require travel for off-site events or client meetings.

Additional Notes

• The role requires a proactive approach to anticipate client needs and address potential issues before they arise.
• Familiarity with sustainability standards and the ability to incorporate eco-friendly practices into event planning is increasingly valued
• Knowledge of local regulations and vendor networks is critical for ensuring compliance and securing reliable services.