Conference Services Manager

Job Title:  Conference Services Manager

Department:  Sales

Reports to: Executive Director of Sales

The Conference Services Manager serves as the primary liaison between group contacts, meeting planners, and all resort departments. This role is responsible for planning, coordinating, and executing all aspects of group meetings, conferences, and special events while ensuring exceptional communication, flawless execution, and an outstanding guest experience. The Conference Services Manager partners closely with clients and internal teams to ensure every event exceeds expectations and reflects the resort's commitment to excellence.

Key Responsibilities:

• Champion Camelback’s service culture by modeling and reinforcing the 4 Keys: Warmth, Personalization, Awareness, and Proactivity in all team interactions and guest engagements.
• Serve as the primary point of contact for clients following the turnover from the Sales team through event completion.
• Coordinate all aspects of group meetings, conferences, and special events from initial turnover through final billing.
• Review sales contracts with clients during the turnover process to confirm event details, expectations, and timelines.
• Build and maintain strong relationships with clients, ensuring exceptional service throughout the planning process.
• Accurately communicate all event specifications and operational requirements to resort departments to ensure seamless execution.
• Maintain complete and detailed records of all client communications, event updates, and changes within Delphi.
• Manage guest room blocks, suite allocations, contracted rates, concessions, and pickup in partnership with the Group Reservations team, making adjustments as needed.
• Prepare, coordinate, and monitor guest amenity requests, obtaining necessary approvals and confirming timely delivery.
• Attend weekly Sales, Group Pickup, and other operational meetings to review upcoming business and event needs.
• Verify client billing information, payment methods, credit arrangements, and estimated charges throughout the planning process.
• Review master account charges during events, resolve discrepancies promptly, and audit final invoices before presentation to clients.
• Monitor event timelines and planning deadlines while maximizing resort revenue through the release of unused meeting space when appropriate.
• Assist clients with menu selections, food and beverage planning, room layouts, décor, audiovisual requirements, entertainment, transportation, and other event logistics.
• Identify opportunities to enhance the client experience through thoughtful upselling of resort services and amenities.
• Prepare, distribute, and maintain accurate Banquet Event Orders (BEOs), Group Resumes, and related event documentation approximately 12–15 days prior to arrival.
• Partner closely with Banquet Operations, Culinary, Audio Visual, Housekeeping, Front Office, and other departments to ensure flawless event execution.
• Lead weekly Banquet Event Order (BEO) meetings with operational leaders to review upcoming events and communicate key details.
• Conduct pre-conference and post-conference meetings with clients to review expectations, event outcomes, and opportunities for continuous improvement.
• Coordinate and oversee event load-in, setup, production, and breakdown as required.
• Ensure meeting rooms, event venues, and public spaces are properly prepared, maintained, and presentation-ready throughout each event.
• Follow up with clients after departure by sending thank-you correspondence and addressing any service recovery opportunities in a timely and professional manner.
• Coordinate with outside vendors and partners to ensure all contracted services are delivered according to client expectations.
• Participate in resort operational meetings and contribute to continuous improvements in guest satisfaction and event execution.
• Consistently deliver service that reflects the resort's commitment to creating exceptional guest experiences.

Qualifications and Requirements:

• Must be at least 18 years of age.
• Bachelor's degree in Hospitality Management, Event Management, Business Administration, or a related field preferred.
• Minimum of 2-3 years of conference services, event management, hotel operations, or hospitality experience preferred.
• Exceptional organizational and project management skills with the ability to manage multiple events simultaneously.
• Strong interpersonal, written, and verbal communication skills.
• Experience working with Delphi or a similar sales and catering management system preferred.
• Proficiency in Microsoft Office Suite.
• Strong attention to detail and the ability to solve problems in a fast-paced environment.
• Ability to build strong relationships with clients, vendors, and cross-functional teams.
• Flexible schedule, including evenings, weekends, and holidays, based on business needs.
• Passion for delivering exceptional guest service and creating memorable experiences.

Benefits/Perks:

• Complimentary access to Camelbeach, Camelback, Aquatopia, local amusement parks and more Plus, great friends & family perks.
• Paid Training to gain skills, knowledge, and experience for professional development.
• Not to be missed employee events throughout the season.
• Referral Bonuses – invite your friends to work with you!
• Competitive wages and advancement opportunities.
• Interact with people from all over the world!
• Next day pay, through PayActiv.
• Tuition Reimbursement*
• Medical, dental, vision insurance, 401K*
• Vacation and PTO*

*Full-Time status benefits

This job description is to be considered a general outline of the duties and responsibilities of this position and is subject to changes and revisions by Camelback Resort at any time. Responsibilities are listed as guidelines only and the job is not necessarily limited to these specifications.