Meetings & Conventions Manager

Belgrade

Description:

The Meetings & Conventions Manager, along with their team as a joint effort manages their client portfolio, builds a positive client relationship, provides excellent customer service and coordinates all conference services requested to ensure client’s satisfaction and achieve the company goals.

Responsibilities:

• Work on selected pool of conferences.
• Be familiar with the association policies and conferences via Conference Profiles, International Housing websites and internal conference profile presentations.
• Ensure that proper customer service KPI are met and take accountability for a portfolio of assigned clients.
• Liaise with clients to identify their needs and to ensure customer satisfaction as per our KPI.
• Maintain regular contact with clients based on follow ups as defined in our internal notes report.
• Update internal booking system based on signed contracts and any requested changes.
• Coordinate pre/post night, room type and extra allotment requests with the Client Operations team.
• Promote and sell additional services such as: Transportation, dinners and Meeting Spaces.
• Keep track of client payments and communicate with accounting regarding: deposits, full payment, additional charges, penalties, and final balances according to internal procedures
• If going onsite for a conference, handle all conference logistics including and not limited to:
• Rooming list edits.
• Communication with hotels regarding rooming list changes, Arrival/departure information for each group, specific needs for each group, breakfast set up etc.
• Act as a liaison between the hotel and the client.
• Daily update the booking system based on changes made to group reservations.
• Assist with the coordination of additional services.
• Account for all billable changes via internal ticketing system (Atrium).
• Be present at the Convention Center during the conference if necessary.
• Secure client meetings during the conference.
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• If not going onsite, provide support to team members going onsite if needed.
• Provide necessary reports and update booking system with final rooming list for conference reconciliation.
• Work with Accounting Division to review any discrepancies between hotel master bills and booking system.
• Prepare end of conference reports.
• Provide all requested information required for the Conference final report.
• Promote bookings for the following year.
• Work with your team to reach team goals as well as company profit goals.
• Must be fluent in English and Spanish
• Other duties as the job changes and or assigned by your supervisor.

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