Conference Manager

Establishment Presentation

Located in the heart of Old Montreal, the AC Hotel Old Montreal is a 124-room boutique hotel, a member of Marriott International. The establishment offers a modern and streamlined experience, suited to business and leisure clientele, and benefits from a strategic location near the Convention Centre and the Old Port.

Position Objective

The Conference Manager is responsible for the operational management of groups, from contract signature to client departure. They ensure complete coordination of group operations, adherence to timelines, and communication between departments.

Reports to the Director of Sales and Marketing

Main Responsibilities

Group File Setup

• Creation of groups in systems (PMS, MARSHA, Delphi)
• Verification of contractual information
• Setup of reservation links and inventory tracking

Financial Management and Deposits

• Preparation and sending of proformas
• Active tracking of deposit timelines
• Client follow-up to ensure payment compliance
• Coordination with the finance department

Event Coordination and Preparation

• Production of BEOs (Banquet Event Orders) within required timelines
• Development and distribution of Group Resumes
• Verification of operational information accuracy
• Tracking of rooming lists and client requests

Internal Engagement and Communication

• Organization and facilitation of group meetings and BEO meetings
• Communication with operational teams (front desk, housekeeping, food and beverage)
• Tracking of pre-arrival actions

Pre-Arrival and Stay Tracking

• Preparation of group arrivals (room assignments, VIP, special requests)
• Daily coordination with departments during the stay
• Management of last-minute requests

Departure and Post-Stay

• Verification of final billing with finance
• Closure of group files
• Attribution of Bonvoy points after the stay
• Update of systems (Delphi, client notes)

And assume all other related responsibilities necessary for the proper functioning of the department and the success of group events

Desired Profile

• Sense of organization and rigor
• Ability to manage multiple files simultaneously
• Excellent communication skills
• Bilingual French / English
• Knowledge of Marriott systems (an asset)

Source: Urgo Hotels & Resorts Canada