Conference Manager

Job Purpose

The Conference Manager’s main objective is to plan, organize and manage the in-house details for large group and convention booking (e.g. Guest rooms, menus, set-up, etc.) Participate in negotiating meetings/functions, rooms, rates and all related requirements. Ensure maximization of room and meeting space, revenues, and profits while delivering a quality product. Focus on execution of all aspects of planning including coordination from the signing of a group contract forward, VIP needs, amenities, group resumes, and rooming lists.

Job Duties & Responsibilities

• Prepare facility use proposals and cost estimates, license agreements and related correspondence to clients.
• Ensure booking information is maintained.
• Demonstrate continuous effort to improve operations, streamline processes, and work cooperatively with client, IT and F&B teams to deliver a high-quality product and customer service exceeding client’s expectations.
• Receive and respond to suggestions and concerns from clients and the public, referring to the appropriate department for follow-up.
• Participate in the development and execution of marketing plans and materials.
• Initiate sales calls via phone, electronic mail, surface mail and in person with the intent of aggressively marketing the Hotel to repeat and prospective clients
• Maintain well documented, accurate, organized and up to date file management to serve clients and the employer in the most expedient, organized and knowledgeable manner.
• Develop customer profiles and maintain 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.
• Up selling and detailing 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 i.e. Function sheet
• 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.
• Manage functional 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.
• Oversee all billing details for hotel groups including processing of deposits, direct bill applications, credit card authorizations and coordination with accounting.

Skills

• Ability to focus attention on guest needs, always remaining calm and courteous
• Highly responsible & reliable
• Excellent communication skills, both written and verbal required
• Strong interpersonal and problem-solving abilities
• Excellent administration and organisational skills
• Thorough working knowledge of Microsoft Office (particularly Outlook, Word, Excel and PowerPoint)

Qualifications, Requirements and Experience

• Bachelor’s degree in hospitality management, public or business administration, or other related fields.
• Minimum 10 years of sales/conferencing experience in a hospitality organization, conference center or other similar public assembly facility, including supervisory responsibility.

How to Apply

Submit CV to: hr@rockcityhotelgh.com
Application deadline: 26th May, 2026.