Public Space Houseman/Driver

Title:

Convention Services Coordinator

Job Description:

The Convention Services Coordinator is responsible for planning, organizing and managing the in house details for group bookings (e.g., menus, set-up, etc.) Participate in negotiating meetings/functions rooms, rates and all related requirements. Ensure maximization of rooms and meeting space, revenues, and profits while delivering a quality product. Focus on execution of all aspects of event planning including coordination from the signing of a group contract forward, VIP needs, amenities, group resumes. Completion of BEOs for group and local catering. Complete walk through of function space prior to events beginning and introduction to Banquet Manager.  Inspection of final bill.

Typical Work Conditions:

Office and inside hotel

Equipment Used:

Computer, copier, fax, postage meter, shredder, phone

Knowledge/Training:

·         High school diploma or equivalent with two years of secretarial experience

·         Interpersonal skills, attention to detail, good oral and written communication skills, good organizational skills, type 50 wpm, computer knowledge Microsoft Word and Excel, PowerPoint

·         Must have excellent communication skills both written and verbal

Essential Tasks:

·         Must focus on SALT Scores and Meeting planner Surveys.

·         Maintain & log all client communications in Delphi. It is the responsibility of the Conventions Services Coordinator to use Delphi to keep in touch with clients through phone calls, emails, letters and personal meetings.

·         Prepare and distribute weekly BEO and Group Resume Packet and conduct BEO meeting

·         Schedule and conduct preconvention meetings

·         Attend the weekly sales, BEO, and/or pick-up meetings as scheduled.

·         Work closely with the Sales Managers to ensure client satisfaction.

·         Responsible for prompt handling (within the business day) of inquiry calls and monitoring the efficient flow of paperwork relative to confirming function details to the client.

·         Have acquired knowledge with the ability to upsell clients, while promoting a level of service parallel to the full serviced stature of the facility.

·         Generate “thank you” notes to clients with prompt follow up of negative client feedback as necessary.

·         Able to conduct hotel site inspections and client presentations.

·         Resourceful skills to provide trending set-ups, menus, and functions for groups.

·         Ability to produce artistic and innovative menus while working closely with the Executive Chef on pricing specialty menus.

·         Work closely with banquet department on operations and event execution, ability to consistently deliver flawless events through excellent interdepartmental communication.

·         Provide overall direction, coordination, and ongoing evaluation of operations’ detailed execution of all banquet event orders.

·         Monitor group room blocks and pick up, generate detailed resumes for the operating departments.

·         Ability to work with outside vendors to ensure client satisfaction for all events/groups.