Conference Service supervisor

Pyramid Global Hospitality is seeking a Conference Services Supervisor in Chicago, IL. The role involves coordinating and servicing clients at the David Rubenstein Forum, a venue for academic discourse. The company values employee development and offers benefits like health insurance and paid time off. It fosters a supportive work environment and encourages growth in the hospitality industry, serving over 230 properties worldwide.
Property

About Us

At Pyramid Global Hospitality, people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships. Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers. Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences. Check out this video for more information on our great company!

Location Description

The David Rubenstein Forum is a University-wide facility for scholarly and academic discourse on campus. The venue supports and promotes inquiry, the open exchange of ideas, and the power of academic, interdisciplinary convening. The Forum is located at the intersection of East 60th Street and Woodlawn Avenue. It serves as a place where scholars gather and exchange ideas through activities that range from talks and workshops to multi-day conferences that span academic disciplines. The facility provides spaces and amenities that are not currently available on campus, including highly collaborative, well-appointed meeting and event rooms commensurate with the types of conferences, special events, workshops, and meetings that University faculty and academic departments host. The building has a sustainable design target of LEED Gold.

Overview

The David Rubenstein Forum is a university-wide facility for scholarly and academic discourse on campus. The venue supports and promotes inquiry, the open exchange of ideas, and the power of academic, interdisciplinary convening. The Forum is located at the intersection of East 60th Street and Woodlawn Avenue. It serves as a place where scholars gather and exchange ideas through activities that range from talks and workshops to multi-day conferences that span academic disciplines. The facility provides spaces and amenities that are not currently available on campus, including highly collaborative, well-appointed meetings and event rooms commensurate with the types of conferences, special events, workshops, and meetings that the University faculty and academic departments host. The building has a sustainable design target of LEED Gold.

Qualifications

BASIC FUNCTION: The Conference Services Supervisor is the main liaison between the sales/venue operational departments and the client. As primary contact for clients, this role is responsible for the total coordination and servicing of the client’s program, including all on-site events, meal functions, billing sourcing on accommodations, décor and any other additional event requests. The Supervisor must display the ability to generate theme concept designs, and act as a creative source for staging unique events. The Supervisor must be adept at solving conflicts which may arise through the sales and coordination processes.

QUALIFICATIONS: EDUCATION, KNOWLEDGE, TRAINING, & WORK EXPERIENCE
ESSENTIAL FUNCTIONS:
• Effectively up-sells throughout the pre-event and event phase. Areas of up-sell and cross-sell include room rental, food & beverage, audio visual, décor, and any other amenities.
• Manages all aspects of the assigned group’s event when on property and prior to arrival.
• Communicates with client to ensure that the proper space is blocked – communicate any changes to Sales Managers to ensure sales manager is aware of all updates
• Organizes and conducts pre- and post- event meetings for assigned groups when requested by the client or venue.
• Obtains Direct Billing code from client/accounting prior to cut-off date, to ensure proper billing is established. Collaborate with Sales Managers to identify any billing changes or updates.
• Obtain contracts & BEO’s, monitoring cut-off dates, billing procedures and event details by the assigned due date and in accordance with the sales contract.
• Manage requests for additional space (needs) by coordinating with Sales Manager to quote the prevailing rate. Educates clients on the value of the space above and beyond their contract.
• Advises client of their contractual obligations as it relates to the performance of their program, while managing the potential attrition and food & beverage minimum commitments as outlined in the contract.
• Maintains all group files after the contract is signed and the group is turned definite by the Sales Director. Upon receiving the file, reviews the program as noted on the Delphi recaps and checks to see that it is correctly noted in the system and corresponds with the signed contract. Discusses necessary changes with Sales Manager.
• Creates and distributes Banquet Event Orders no more than 10 days prior to function date (excluding last-minute bookings & changes). All banquet event orders must be signed by the client prior to the event. This will serve as the final confirmation.
• Attend and participate in bi-weekly Sales meetings.
• Responsible for working with the culinary team and clients on any food & beverage needs or special requirements.
• Works closely with AV & Operations teams to effectively create a proper plan for client’s events,
• Responsible for the creation and distribution of Banquet Event Orders (BEO) including pop-ups and revised BEOs, in a timely manner.
• Assist in fielding all phone inquiries pertaining to Sales and Events.
• Maintains accurate and neat files of each group’s final program food and beverage consumption, attrition, no shows and final pick-up for future reference and back up.
• Displays knowledge of meeting room configuration, dimensions, and capacities. Works with clients to educate them on preferred room sets and create floor plans to establish feasibility of the set.
• Create diagrams with assistance from the operations team to determine best set up of event spaces for both the clients’ needs and ease for operation.
• Advises loading dock of anticipated deliveries. Coordinates transfer of boxes to and from meeting rooms.

Core Responsibilities:

The responsibilities of the Conference Services Supervisor reflect our dedication to precision, personalization, and partnership:
• Client Experience Leadership
• Serves as the principal point of contact for assigned groups, ensuring all program elements—from accommodation to on-site services—are flawlessly executed.
• Leads pre-event planning and post-event review conversations to ensure alignment, continuity, and client satisfaction.
• Program Stewardship
• Manages aspects of the group’s program including meeting spaces allotment, program timelines, food & beverage requirements, audio visual needs and food & beverage needs in alignment with signed agreements.
• Coordinates internal communication to ensure appropriate space allocation and optimize yield through collaboration with Sales and Revenue teams.
• Translates client vision into clear operational directives, including the timely generation of Banquet Event Orders (BEOs) and final confirmations.
• Revenue & Relationship Building
• Identifies and presents thoughtful upselling opportunities across food & beverage, audiovisual services, and event enhancements.
• Educates clients on full value of their experience, including upgraded offerings, flexible space design, and tailored services.
• Operational & Administrative Execution
• Maintains meticulous program files including final consumption data, billing details, and post-event performance summaries.
• Ensures that all documentation, including billing codes and rooming lists, are received and actioned by contractual deadlines.
• Attend weekly operations and/or BEOs meetings to provide programming insights and collaborate on service delivery.
• Institutional Collaboration & Standards
• Exhibits comprehensive knowledge of the Forum’s meeting environments, capabilities, and operational flow.
• Partners with service teams manage logistics including shipments, room sets, and attendee experience.
• Supports a culture of excellence through thoughtful communication, cross-functional support, and brand-aligned hospitality.

MARIGINAL FUNCTIONS:
• Ability to work any assigned shift/work schedule.
• Any other task, written or verbal, assigned by Management.

Compensation Range

The compensation for this position is $28.00/Hr. - $28.00/Hr. based on qualifications and experience.