Conference Services Supervisor: Full Time Year Round

Conference Services New Paltz, New York


BASIC FUNCTIONS AND RESPONSIBILITIES:

 

Responsible for set up, service and breakdown of all meetings, private functions, hospitalities and coffee breaks. Also assisting with regular cleaning, maintenance and up keep of all meeting rooms and equipment. Assist with Supervision and coordination all Conference Service Employees job duties as well as ensuring they are properly trained in their positions. Work closely with the groups Onsite Meeting Planners and Mohonk Mountain House Conference Planners to ensure all meetings and functions are successfully implemented and carried through to completion.

 

ESSENTIAL JOB FUNCTIONS:

 

  • Review Banquet Event Orders (BEOs) and setup/break down event spaces according to event orders.
  • Confirm and setup A/V equipment needs for the event.
  • Open rooms for use and adjust lights, sound volumes, and temperature as needed for each room before guests arrive.
  • Maintain communication with the lead onsite contact for event as well as the resort event planner.
  • Demonstrate knowledge and experience working with and training on various Audio Visual systems, lighting systems, as well as other visual media product such as streaming. 
  • Maintain cleanliness standards for equipment and meeting rooms.
  • Demonstrate proficiency with Windows, MAC OS 10, IOS and Android operating systems.
  • Demonstrate proficiency with Windows-based software including MS Word, MS Excel, MS Outlook.
  • Supervise a staff up to 10. Assign tasks and ensure tasks are completed according to standard.  Complete necessary logs as needed
  • Enforce all company polices with department staff.
  • Resolve procedural, operational and other work related problems by communicating with and responding appropriately to a demanding and diverse public in answering questions, explaining department/company policies and handling complaints.
  • Execute requirements relating to meetings, programs, guest entertainment, and food functions; coordinate this work with other departments as per Banquet Event Orders.
  • Set up and break down audio visual equipment including microphones, speakers, sound boards, LCD projectors, televisions, media players, both during functions and between uses, including delivery and pickup of TVs by guest request.                
  • Troubleshoot problems with audio visual equipment and Windows-based and Mac operating systems.
  • Disassemble conference rooms at appropriate break down times requiring bending and lifting 5-70 pound conference and banquet tables, lifting banquet chairs in stacks of 10 to 6’ height.
  • Lift tables to storage areas and placing in appropriate section.
  • Maintain conference equipment by checking all aspects of equipment requiring bending and kneeling to floor level to check legs on chairs, tables, and other equipment.
  • Perform minor maintenance on conference equipment requiring good dexterity with tools and cordless equipment.
  • Maintain inventory and control of all conference supplies, including audio/visual equipment, pencils/pens, stationary, tables, chairs, and other equipment.                
  • Clean, organize, and maintain all conference storage areas.  Perform daily and regularly scheduled cleaning and maintenance of meeting rooms before, during and after scheduled usage.
  • Vacuum carpeted areas, dry/wet mop hardwood floors, wipe up any spills, and remove smudges from window sills.                
  • Maintain good communication with departments regarding events.                
  • Understand company goals and policies; participates in establishing and maintaining departmental standards.                
  • Traverse the property to travel to and from the Conference Center and other locations.                
  • Follow all policy and procedures to provide correct, efficient, friendly service to our guests.
  • Speak, read, and write in English and communicate in a clear and congenial manner, with our guests, visitors and employees.
  • Carry a two-way radio and use earpiece as a communication device and understand proper procedure for use of radios.
  • Anticipate and assist guests with tact and use a diplomatic approach in all situations.                
  • Answer guest questions with accurate information and demonstrate a friendly and helpful personality by smiling, eye contact, initiating conversation and engaging with others.
  • Work in a manner that will not endanger self or others.
  • Adhere to all of Mohonk Mountain House safety and security regulations.
  • Adhere to Mohonk Mountain House’s Dress and Grooming Standards; present a neat, clean and well-groomed appearance and maintain a positive, professional image to our customers.
  • Attend events, programs, and trainings as needed to enforce and support Mohonk Mountain House policies and culture.
  • Develop and maintain positive working relationships with other staff.
  • Learn and retain knowledge of historical facts and information about Mohonk Mountain House.
  • Learn and successfully demonstrate the Mohonk Mountain House Service Steps with Service Strategies with guests and staff.
  • Listen well, communicate effectively and establish effective working relationships with other staff, management, vendors and guests that have a variety of educational backgrounds and values.
  • Identify safety hazards, report, and follow up to see that corrective action is taken.
  • Maintain a flexible work schedule including days/nights, overnights, weekdays/weekends, holidays and during peak periods of business.  Work three meals per day as needed.
  • Work productively and efficiently with or without supervision when performing routine tasks.  Work independently and as part of a team.
  • Lift safely a 75 lb. weight and move it 30 feet.
  • Walk, bend, stoop, stand, reach, ascend and descend stairs and stand for a period of up to 4 hours.  Climb up and down ladders, twist and flex arms, legs and spine.
  • Walk up to 5 miles per day.
  • Use hands to lift, carry, examine and manipulate objects. Grasp, lift, carry and maneuver items up to 100 lbs.
  • Push, pull and lift a variety of conference tables and other equipment weighing 5-70 pounds; put risers into place each weighing 150 pounds; lift 24 pound 3’ x 3’ dance floor sections and bend down to construct them; move chairs of various weights and styles.
  • Walk and push equipment carts weighing up to 300 lbs.
  • Walk and push refresh cart weighing up to 30 lbs. to specific rooms on upper and lower floors.
  • See close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
  • Lift and place variety of miscellaneous conference equipment weighing 10-60 pounds such as podiums, chairs, pipe and drape, etc.
  • Bend and kneel to pick up foreign objects, double check tablecloths, skirts and other linen in function spaces.            
  • Operate vehicles safely while driving and/or parking in compliance with Mohonk Mountain House Traffic Rules and Regulations.
  • Drive, park and backup vehicles safely including a box truck, pickup truck and golf cart using only side mirrors.
  • Drive automatic and manual transmission vehicles in a safe, legal manner.

 

QUALIFICATIONS:

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  • Minimum of one year of experience in the Conference Services field of a hotel or meeting facility.
  • At least 18 years of age.
  • Valid driver’s license.

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.