The Conference Duty Manager is responsible for the smooth and successful operation of conferences, meetings, corporate events, and functions at the hotel. The role ensures exceptional guest service, effective team coordination, high operational standards, and a memorable experience for every client, in line with Accor brand standards and Heartist culture.
1. Conference & Event Operations
Oversee the daily operations of conferences, meetings, seminars, and corporate functions.
Ensure conference rooms are set up according to event orders, floor plans, and client requirements.
Check room layouts, audiovisual equipment, signage, catering arrangements, and overall presentation before each event.
Conduct pre-event checks and ensure all event requirements are delivered on time.
Monitor events throughout the day and promptly address any operational issues.
2. Guest & Client Relations
Welcome conference organisers, delegates, and VIP guests professionally.
Act as the main point of contact for clients during events.
Ensure client expectations are met and service standards are consistently maintained.
Respond to guest requests, feedback, and complaints promptly and professionally.
Build positive relationships with clients to encourage repeat business.
3. Team Leadership & Coordination
Supervise conference and event team members during shifts.
Allocate duties, conduct briefings, and ensure team members understand event requirements.
Coordinate with the Kitchen, Food & Beverage, Front Office, Housekeeping, Maintenance, and Sales teams.
Support team training, coaching, and performance development.
Promote teamwork, accountability, and a positive Heartist culture.
4. Food & Beverage Service
Oversee conference catering, including morning and afternoon tea, working lunches, buffets, and beverage service.
Ensure food presentation, service timing, cleanliness, and quality meet hotel standards.
Liaise with the Executive Chef and F&B team regarding dietary requirements and special requests.
Monitor food safety, hygiene, responsible service of alcohol where applicable, and relevant safety procedures.
5. Health, Safety & Compliance
Ensure conference spaces are safe, clean, and ready for use.
Monitor compliance with workplace health and safety requirements and hotel procedures.
Ensure emergency exits, accessways, and evacuation routes remain clear.
Report hazards, incidents, equipment faults, and maintenance issues promptly.
Follow relevant hotel policies and applicable Australian workplace requirements.
6. Financial & Administrative Responsibilities
Review event function sheets and communicate any changes to the relevant departments.
Monitor staffing, stock usage, wastage, and operational costs.
Ensure event charges, additional services, and client requests are communicated accurately to the appropriate team.
Complete shift handovers, operational reports, and incident documentation as required.
Identify opportunities to improve efficiency, service quality, and revenue.
7. Opening, Closing & Shift Management
Complete conference room inspections before and after events.
Ensure equipment is stored correctly and rooms are reset for subsequent functions.
Check staffing levels, service readiness, and operational supplies.
Communicate outstanding matters and event updates during shift handovers.
Assist with other hotel operations when required.
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