Group Sales Manager, Luskin Conference Center

SALES SPEC 3 (007556)

UCPath Position ID: MI-DPT319200-JC007556-PD168532

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1111609

Approved Date:

12/17/2024 10:55:48 AM

Date Last Edited:

12/17/2024 10:55:45 AM

Last Action Effective Date:

7/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

319200 - LUSKIN CONFERENCE CENTER

Position Details

UCPath Position Number:

MI-DPT319200-JC007556-PD168532

Position Description ID

168532

UC Payroll Title:

SALES SPEC 3 (007556)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40057282

Reports to Payroll Title:

SALES SUPV 2

UCPath Department Head Position Number:

40040346

Department Head Payroll Title:

ADMIN MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Group Sales Manager is responsible for identifying new business partnerships to secure revenue streams for the Luskin Conference Center and is the point of contact for actively managing external vendors and affinity partners to: develop and outline contract parameters, establish event timelines and deadlines, select appropriate media channels, establish group sales performance goals and collaborate with senior level corporate, business and community leaders to identify and develop opportunities for key relationships designed to maximize event sales and revenue-generating programs. The incumbent is responsible for ensuring effective relationships and open communications with external colleagues to coordinate revenue generation, marketing plans, and strategic placement of communications with consistency of messages regarding LCC Group Sales and presents and negotiates rates with clients

The Luskin Conference Center (LCC) is a 300,000-square-foot, 7-story property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The LCC is an academic meeting and conference destination supporting UCLA's education and research mission.

The Luskin Conference Center is a no-tipping environment.

Sales Management

 • Develop and ensure achievement of individualized marketing plans specific to respective sales group, incorporating revenue goals, rate structures, targeted market segments, and a plan of action, updated monthly

 • Design and execute promotion initiatives for target market/market segments based on the respective group(s)

 • Propose potential pricing guidelines for prospective business designed to maximize revenue goals

 • Negotiate large-scale contracts (which include room pricing, food/beverage pricing, audio-visual pricing, and other ancillary revenue/service pricing and evaluate proposed client partnerships and contracts regulating how the Group Sales conducts its business

 • On an ongoing, regular basis, maintain continuous contact with prospective and current clients and conduct regular visits to the competitive set to be current with the latest trends within the market

 • Maintain a record of prospective client accounts in the Account Management system

 • Conduct facility site tours, and event walk-throughs, present event planning proposals and price estimates, and entertain group clients on and off-site

 • Develop and maintain positive relationships with internal university and external meeting planners

 • Coordinate the sale of additional services and products offered by other revenue-generating departments such as Lake Arrowhead and UCLA Catering and Conference Services

45%

Strategic Planning, Marketing and Analysis

 • Conceptualize, plan, organize, and spearhead a strategic plan incorporating all revenue-generating entities to meet established financial goals and service levels for assigned group sales units

 • Provide market analyses in support of the plan and meet annual room sales and food and beverage goals set by the department

 • Create, develop, and implement standard sales, marketing, and operational processes and procedures to include comprehensive marketing plans, the definition of components, timelines, media, and goals

 • Perform analyses on new conference programs to determine negotiation parameters and maximize profitability and thoroughly analyze all potential business to produce the most beneficial contract negotiation possible

 • Develop seasonal sales promotions and marketing campaigns to increase sales and visibility for the department

 • Actively review and identify potential key account prospects through ongoing use of Hoteligence and other similar sources, and analyze Air Lift information to target geographic destinations to maintain constant relationships with key airline partners to identify key feeder cities

 • Analyze economic, tourism, and (STR) competitive set data, and create and maintain a 90- and 180-day fluid action plan

 • Identify and monitor competitors, research market conditions or changes in the industry that may affect sales/revenue

 • Prepare semi-annual and long-term group sales projections based on current and anticipated national and international economic trends utilizing yield management and revenue maximization techniques

30%

Sales Administration, Financial and New Account Management

 • Negotiate and prepare written Luskin Conference Center Sales contracts and addendums that accurately delineate requested facilities and services while reflecting UCLA & department policies

 • In collaboration with related departments, oversee the closing process: ensure the review of contracts, invoices, and billing

 • Conduct weekly review of sales call targets: prospect, cold calls, site visits, set appointments for sales blitzes, conduct presentations, and close sales

 • Act as host for on-site clients for meetings and ensure, through communications with other departments, that service levels are on par or exceed clients' expectations, work orders and packages sold, signed contracts and initial deposits are facilitated, etc.

 • Ensure success of events through in-site event oversight: provide managerial oversight of the appointed event facility and related personnel in all aspects of event management within Group Sales clientele, with special attention given to visiting dignitaries or other high profile parties whose attendance and participation at events would reflect upon the University as a whole

15%

Collaboration, Coordination and Outreach

 • Accountable for collaborating with senior-level corporate, business, and community leaders to identify and develop opportunities for strategic relationships designed to maximize event sales and revenue-generating programs

 • Establish, foster, and steward relationships with deans and directors across the UCLA campus and other Universities to create new business and service partnerships

 • Serve as liaison with various University departments, including Parking, Event Management, and Cultural and Recreational Affairs to establish cooperative relationships that will result in the best and most efficient service for Group Sales clients

 • Establish relationships with the Convention and Visitors Bureau, analyze their reports, and request pertinent information necessary for strategic planning

 • Join and actively participate in professional business organizations such as MPI (Meeting Planners International and California Association of Association Executives) to gain knowledge to become involved in tourism events and to learn updated trends within the market

 • Collaborate with other H&H units, University departments, and external vendors in the negotiations of assigned group sales contractual agreements for accommodations, food service, and all other related services

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

3+ years

Experience as a Hotel Group Sales Manager

Required

Ability to close sales and negotiate high-dollar-value financial contracts

Required

Working knowledge of catering and conferencing business, including menu planning, current trends in food and entertaining, basic room set-ups and capacities, and audio-visual equipment

Required

Analytical skills sufficient to contribute to marketing and sales plans

Required

Accounting and math skills sufficient to prepare cost estimates, proposals, and billing explanations

Required

Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete a large volume of diverse tasks efficiently, meeting established deadlines

Required

Highly developed interpersonal communication skills including political acumen and social perceptiveness

Required

Ability to give clear directives and use independent, rational judgment when making decisions and managing events

Required

Proficient skill using standard business software (e.g. Microsoft Office Suite) and hospitality sales software (e.g. Delphi) 

Required

Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities 

Required

Skill in writing grammatically correct business English, such as conference proposals, memos, and other routine correspondence 

Required

Sufficient knowledge of University accounting forms and procedures to accomplish standard departmental accounting transactions

Preferred

Working knowledge of the policies and procedures of Housing & Hospitality operational units, such as the Food & Beverage department

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

5%

Domestic travel

Must carry a University cell phone

Required

Occasional attendance at offsite conferences and meetings

Required

Evening, weekend, and holiday work as business dictates

Required

Drive University vehicles, such as electric carts, for meetings, site inspections, etc.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin Conference Center

•

General office equipment

•

University vehicles

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.