Introducing The Shelborne by Proper, a holistic restoration of Miami’s iconic beachfront landmark. Now open, the hotel has undergone an extensive transformation that honors its storied past while embracing modern luxury. The revitalized property preserves the 1940 Art Deco distinction and authentic charm originally envisioned by celebrated architects Morris Lapidus and Igor Polevitzky. From reimagined interiors to refreshed guest experiences, every detail reflects a seamless blend of heritage and contemporary sophistication.
The Shelborne introduces four vibrant food & beverage destinations to the neighborhood, each suited for warm weather dining, with a signature restaurant, a lobby bar-lounge, and a curated cafe. Resort amenities include a spacious pool and lush garden lounge, indoor-outdoor cabanas, sundeck terrace, state-of-the-art fitness center, dedicated access to a private beach club, and more than 15,000 square feet of indoor-outdoor meeting & event space.
Job Summary:
The Director of Conference Services is responsible for planning, coordinating, and overseeing all aspects of conferences, meetings, and events hosted at the property. This includes working with clients from the initial inquiry through the successful execution of their event, ensuring all details are meticulously organized and client expectations are exceeded. The Director of Conference Services collaborates with internal teams and vendors to ensure seamless execution of all conference services and guarantees that the event’s logistical, operational, and financial aspects are efficiently managed.
Essential Job Duties and Responsibilities
- Conference & Event Planning & Coordination:
- Serve as the primary point of contact for conference and meeting clients, guiding them through the planning process and ensuring their needs are met from initial inquiry to post-event follow-up.
- Coordinate the logistics of conferences, meetings, and events, including room setup, catering, audiovisual requirements, transportation, and any special requests.
- Develop detailed event timelines, floor plans, and schedules, ensuring smooth coordination and execution.
- Work closely with clients to understand their objectives and customize conference packages and services to fit their needs and budget.
- Customer Service & Client Relationship Management:
- Build and maintain strong, positive relationships with conference organizers, ensuring clear and continuous communication throughout the planning process.
- Provide professional and timely updates to clients regarding the status of their event, addressing questions, requests, and concerns promptly.
- Proactively anticipate client needs and ensure that expectations are consistently exceeded.
- Resolve client issues or concerns during the planning or execution phase quickly and professionally to ensure satisfaction.
- On-Site Event Management & Execution:
- Oversee the on-site execution of conference services, ensuring all details are implemented as planned.
- Supervise event staff and coordinate with internal teams (housekeeping, catering, A/V, security) to ensure timely and high-quality service delivery.
- Ensure proper setup of conference rooms and event spaces, including room configurations, equipment placement, signage, and decor.
- Serve as the on-site point of contact for clients and staff, managing any issues that arise and ensuring smooth event operations.
- Monitor event activities to ensure all timelines are adhered to and that the event flows seamlessly.
- Vendor & Supplier Coordination:
- Coordinate with external vendors (e.g., catering, A/V providers, decorators) to ensure the successful delivery of services for the conference or meeting.
- Manage vendor contracts, monitor performance, and troubleshoot any vendor-related issues on the day of the event.
- Maintain a list of preferred vendors and ensure high-quality service delivery that aligns with company standards.
- Budget & Financial Management:
- Develop and manage event budgets, ensuring that all costs stay within budgetary guidelines while delivering excellent service.
- Track and manage event expenses, ensuring timely billing and payment processes.
- Work with clients to ensure event billing is accurate and all financial aspects are properly addressed, including invoicing for additional services or upgrades.
- Sales Support & Event Promotion:
- Assist the sales team in converting conference leads into confirmed bookings, providing detailed event proposals and accurate quotes.
- Upsell additional services and amenities, such as enhanced catering options, A/V equipment, and room upgrades to maximize event revenue.
- Provide support for the sales team by identifying new business opportunities and building relationships with corporate clients.
- Post-Event Follow-Up & Client Satisfaction:
- Follow up with clients after the event to gather feedback, assess their level of satisfaction, and ensure all expectations were met.
- Address any post-event concerns or issues promptly and professionally, ensuring the highest level of client retention.
- Collect and analyze client feedback to identify areas for improvement and implement necessary changes to improve service quality.
Education and/or Experience
- Bachelor’s degree in hospitality management, event planning, business administration, or a related field preferred.
- 5+ years of experience in conference services, event management, or a similar role within the hospitality industry.
- Strong experience with conferences, corporate meetings, and large-scale events.
- Proficiency in event management software (e.g., Delphi, Cvent) and Microsoft Office Suite (Word, Excel, PowerPoint).
Skills/Specialized Knowledge
- Excellent organizational and time-management skills, with the ability to manage multiple events and priorities simultaneously.
- Strong communication skills, with the ability to interact effectively with clients, vendors, and internal teams.
- Strong problem-solving abilities and the capacity to manage multiple details while maintaining a calm and professional demeanor under pressure.
- High attention to detail, particularly in the execution of event logistics and maintaining accuracy in event documentation.
- Ability to work in a fast-paced, high-energy environment and adapt quickly to changing client needs.
- Knowledge of budgeting and financial management within the context of event planning.
- Ability to work a flexible schedule, including evenings, weekends, and holidays as needed.
Physical Demands
- Ability to stand and walk for extended periods during events.
- Ability to lift and carry light to moderate items (up to 25 pounds), such as décor, materials, or event supplies.
- Flexibility to work on evenings, weekends, and holidays as needed, depending on event schedules.
- Ability to work in a fast-paced, high-energy environment and manage multiple tasks and deadlines simultaneously.
Company Overview
Proper Hospitality is made up of a diverse group of passionate individuals who share a common love for hotels and the art of hospitality. Our philosophy is simple: There is a right way to do things and anything less just isn't proper. We are seeking out the best of the best from inside and outside of the industry to work alongside us as we grow a new kind of lifestyle Hospitality Company inspired by a centuries-old tradition. The work is challenging and fast-paced but rewarding above all.
Proper Hospitality provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender, gender identity or expression, genetics, or any other federal/state protected category.