Conference Services Manager

Why We're Here

At Hotel Indigo® we serve the curious – people who are inspired by new places, new people and new ideas.  With hotels in culturally diverse locations all over the world, no two properties are the same. Each is part of the pulse and the rhythm of a place, drawing on the story of its local area to inspire every aspect of the hotel, from intriguing design to distinctive local ingredients in our menus. We’re a global family of properties, bound together by a common desire to give our guests not merely a room, but a place.

How We're Different

Hotel Indigo, Grand Cayman is an upper upscale lifestyle hotel opened in the Spring of 2024, offering 282 guest rooms with views across the Caribbean Sea, multiple restaurants, an expansive pool deck and rooftop bar, for a uniquely local experience that brings into harmony the novel and the known, awakening the curiosity to join in, venture out, and encounter the meaningful connections that lead to life’s true riches.

Just as no two neighborhoods are alike, no two Hotel Indigo hotels are alike, and no two Team Members are alike.  We are looking for bright, confident, and free-spirited people to join our team!

What You'll Do

The Conference Services Manager (CSM) acts as the liaison between the hotel operations departments and the client. The CSM strives to achieve a balance between executed contracts, service and profitability. Through efficient management, communication and coordination of the conference requirements, the goal is to capture the hotel's fair share of revenue through food, beverage, room rental and auxiliary services, such as audio-visual provisions, storage and labor fees.

Some of your responsibilities include:

• Coordinate meetings, conferences, exhibit shows or other special events and activities with accuracy and detailed communication outlines for the client and hotel departments, providing the appropriate memos, Banquet Event Orders, Group Profiles and other communications as necessary.
• Effectively communicate and coordinate all aspects of catering and conference planning, including menu selling and all other details.
• Coordinate menu arrangements for conference clients that maximize the revenue potential for the hotel, while serving the needs of the client.
• In coordination with the Group Coordinator, obtains Conference rooming lists, monitors cut-off dates, obtain rooming lists by the due date and in accordance with the sales contract.
• Assist conference clients with off-premise (hotel) details as they may affect the hotel service delivery, such as floral concerns, motor coach requests, limousine requests, exhibit decorator requests, entertainment referrals, golf or sports arrangements, spousal programs, motor coach arrival/departure patterns, while informing all supporting hotel departments and maintaining the integrity of the hotel physical plant. All arrangements are to be assessed the appropriate charges to ensure that the hotel receives a fair share of revenue in relationship to the expenditure of time and labor.
• Obtain the appropriate approval of the Director of Catering for all purchases, rental or leasing of equipment or supportive requirements of conference groups prior to and in advance of the actual date of use.
• Maintain accurate and current space (room) blocks in the group function log, observing proper turnovers and releasing space appropriately and timely, so to maximize the revenue potential of the hotel through the booking of other business opportunities.
• Utilize the office file system, trace system and general office systems in accordance with the current policies and procedures.
• Maximize the hotel’s revenue potential by assessing/monitoring room rental fees, electrical charges, telephone charges, box delivery/storage fees, service fees and other revenue-generating factors in accordance with the sales contract and with regard to hotel policies.
• Submit all conference menus, profiles, and event orders to the Director of Catering for review and signature prior to issuance.
• Keep the Director of Catering promptly and fully informed of all problems or unusual matters of significance coming to their attention so that prompt and corrective action can be taken when appropriate.
• Ensure that the experience of the client is not merely satisfactory, but exceeds their expectations and those of attendees.
• Conduct site visits
• Schedule appropriate interdepartmental meetings for the operational aspects of coordinating conference requirements, which may include pre-planning meetings or a pre-conference meeting for the operational departments.
• Prepare detailed Conference Profiles for conferences that are comprehensive and issued in a timely manner (no less than five working days prior to the group arrival date). Provides an accurate Conference Profile that documents all aspects of a particular conference, to include menus, meeting set-ups, client profiles, reservation pick-up statistics and other pertinent information as outlined in the current departmental policies and procedures.
• Type contracts, banquet event orders, reports, correspondence as required.
• Maintain accurate and current space blocks in the group function room log, observing proper turnovers, releasing unused space as appropriate.
• Participate in the department forecasting procedure, compiling accurate (margin of 3%) and timely reports.
• Review all client invoices prior to mailing to ensure accuracy and proper assessment of all services and goods rendered by the hotel.
• Additional projects and responsibilities may be assigned as needed.

What you'll Bring

• Minimum of two years (2) experience in hotel catering, conference services and sales in an upscale resort setting with high volume group business (international 5* experience preferred)
• Extensive experience preparing Banquet Event Orders, Event Diagrams, Group Resumes, booking outside vendors, invoicing and familiarity with final billing reviews.
• Strong computer skills to include: Word, Excel, PowerPoint, Office and Outlook.
• High-level knowledge of Delphi FDC (cloud-based version preferred) and Opera Reservations system preferred.
• Experience with Social Tables Diagramming system preferred.
• Creative minded and confident in developing dynamic, cutting edge, successful events.
• Passion for food & beverage offerings and events.
• Previous Caribbean market work experience preferred – precisely in the Cayman Islands!
• Thorough knowledge of property, guests room categories, venues, food + beverage offerings and capacities.
• High level of creativity, enthusiasm, positivity and flexibility.
• Well organized, detail orientated and excellent communication and follow-up skills.
• Teamwork, ability to manage the core team and have a warmth towards colleagues
• Ability to be yourself, lead yourself, make it count!
• This position requires a flexible schedule, must be able to work days, evenings, weekends, and holidays.