Description

Team Members are expected to always display Core Hotels & Resorts’ Core Values:

1. Be incredibly friendly & positive
2. Serve & respect others
3. Be smart about our business
4. Enthusiastically reimagine

SUMMARY:The Conference Service Coordinator reports to the Director of Sales & Marketing and will engage with Sales and Operations professionals throughout the hotel. The primary role of the CSS is to detail, coordinate & service large group meetings and assist Sales Managers to enable the hotel to meet and/or exceed revenue goals in rooms and food and beverage.

ESSENTIAL JOB FUNCTIONS:

• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
• Always maintain positive guest relations.
• Respond in a timely manner to all guest calls.
• Create BEO’s and other related booking documentation as required.
• Manage the detailing of banquet food, beverage and setup needs that include menu planning, agenda setting, coordinating hotel meeting services, ordering audio visual equipment, determining hospitality amenities and special VIP requests.
• Distribute BEO’s to all departments based on Departmental SOP’s
• Manage all BEO changes departmentally.
• Run weekly BEO meetings will all departments.
• Responsible for guaranteed cut-off dates, advanced deposit billing and other logistical requirements.
• Ensure accurate set-up of group billing and special requests at time of turnover.
• Communicate and work with Food & Beverage, Front Desk and Housekeeping teams as appropriate to ensure client satisfaction.
• Assist sales managers to create group resumes and communicate client needs to all departments of the hotel.
• Participate in daily business review meeting, pre-convention meetings, training and other sales-related meetings.
• Build and maintain strong client relationships.
• Keep informed on current industry trends regarding food & beverage, meeting coordination, client service and client business needs.
• In addition, the CSS, based on business levels, will be required to assist in hosting site inspections as needed, act as Event Concierge on the floor for large convention groups and provide additional administrative support to Event Sales Managers and Executive Meeting Managers as needed.
• .Follow-up on all special projects and assignments given by the DOSM

Associate is held accountable for all duties of this job and other duties as assigned.

Qualifications

EXPERIENCE & EDUCATION:

• Excellent organizational skills, computer proficiency, written and verbal communication skills with the ability to maintain strong customer relationships are necessary for this position.
• The ability to multi-task and re-prioritize and complete daily tasks in a high-paced environment are essential.
• Hours for this position are varied and may require the Event Coordinator to work early mornings, late evenings or on the weekends.
• A true desire to satisfy the needs of others in a fast-paced environment.
• Refined verbal and written communication skills.
• Must be proficient in general computer knowledge; Microsoft Office Suite
• Prefer 12 months hotel experience.
• Amadeus/Delphi software experience preferred.
• Strength in developing and continually enhancing relationships with clients, the community and your colleagues.
• Experience presenting menus, and upselling to clients.
• Ability to maintain accurate, legible records and files to provide quality service to your clients.

JOB REQUIRMENTS:

• Must be a United States citizen or possess a valid work permit
• Must be able to read, write, and speak English
• Excellent communication skills with the ability to negotiate, convince, sell, and influence prospects and hotel guests
• Must be able to accurately follow instructions, both verbally and written
• Must have basic computer skills including Microsoft Office
• Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances are utilized frequently
• Must be detailed orientated and work well under pressure
• Must be able to work in a fast paced environment
• Must be professional in appearance and demeanor
• Ability to work a flexible schedule that may include evenings, weekends and holidays
• Must have the ability to deal effectively and interact well with employees
• Must have the ability to resolve problems/conflicts in a diplomatic and tactful manner
• Ability to investigate and analyze current activities and/or information in the sales/marketing field and make logical recommendations and conclusions
• Understanding of the positioning of the hotel, the services provided, and how the hotel can meet the needs of clients
• Possess strong motivational, organizational and verbal communication skills
• Ability to travel to attend workshops, tradeshows, conventions, etc.
• May require a Driver’s License

WORKING CONDITIONS:

• Must be able to sit for long periods of time
• Must be able to frequently stand up or move within and outside the facility
• Must be able to carry or lift items weighting up to 25 pounds
• Must be able to perform simple grasping, fine manipulation, and repetitive hand & arm movements consistent with office work
• Must be able to frequently handle office supplies and equipment to maintain the facility

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow other instructions and perform other work-related duties requested by his or her supervisor.