Conference Services Reservations Coordinator

Omni San Francisco

Overview

To handle all administrative duties as required by the Catering & Convention Services Department.

Conference Services Responsibilities

• Answers incoming telephone calls from all Catering and Convention Services phone lines.
• Responds to telephone inquiries by determining client's needs and specifications to relay to catering and convention services managers/directors.
• Processes all incoming and outgoing correspondence as assigned.
• Types all outgoing correspondence.
• Ensures that all filing systems are maintained according to event detailed (Local, Convention and Spin-off).
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and one-shot groups.
• Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log/Distribution, the Guarantee Sheet and the Daily Report.
• Weekly office duties to include Weekly BEO distribution, Resume distribution, distribution of event reports, and others as assigned.
• Arranges appointments for the Catering and Convention Services leadership team
• Input and organize group amenity requests
• Assists with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Convention Meeting Welcome Packets and Thank You Letters.
• Builds and maintains a strong rapport with assigned Catering and/or Convention Services Manager(s) client(s) and functions as their liaison as assigned.
• Creates resume shells, corporate events memos, and all vouchers required for incoming customers.
• Processes and completes all required documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
• Assists with creating and making adjustments to Banquet Event Orders (BEO’s).
• Coordinates Pre-Convention Meeting and Post-Convention Meeting Outlook invites.
• Supports the planning and execution of in-house meetings as assigned.
• Tracks and monitors deposit payments.
• Communicate clearly and affectively across all departments with day to day tasks.
• Works with assigned Catering and/or Convention Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Special projects, and other administrative tasks as assigned.
• Provides coverage for conference concierge team as assigned.

Reservations Responsibilities

• Review group blocks for cut off date extensions, and ensuring the group blocks are created and monitored correctly prior, during, and post the groups dates.
• Attend weekly group pick-up meetings
• Run group arrivals lists daily for future arrival dates, and no-show reports.
• Able to perform job functions with attention to detail, speed, and accuracy
• Ensure that group blocks, group lists, group billing and cutoff dates are maintained.
• Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with Omni SOP’s.
• Attend Pre-Convention Meetings, Resume Meetings, Group Pick up Meetings and Reservations Departmental meetings.
• Work with the Convention Service Manager, Group Clients with group rooming lists, and Business Travel Manager to input all reservation requests
• Monitor room type availability daily
• Create and maintain group & transient room blocks. Ensure all reservations have correct billing, and all other necessary information.
• Research and charge for all no-shows, cancelations, and deposits.
• Report to the DORM any changes in group pickup that would affect selling strategies.
• Control suite inventory and specialty rooms according to suite request policy.
• Ensure positive guest service and respond to complaints, taking all appropriate actions to turn dissatisfied guests into return guests.

Qualifications

• Previous catering, convention services experience preferred
• Previous office and customer service experience required
• Previous hotel experience in a Reservations, Front Office, Sales and Marketing or Accounting environment is preferred
• Other relevant event, meeting planning, or hotel operations experience may be considered.
• High school education required, college degree preferred
• Ability to clearly and pleasantly communicate in English with guests, management and co-workers, written, verbally in person, and by telephone
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience required. Microsoft Excel, Powerpoint, and Word required.
• Ability to work cohesively and respectfully with co-workers both within and outside of your department
• Ability to think clearly, quickly and make concise decisions
• Ability to work well under pressure, dealing with many guest and manager requests/questions within a short period of time
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment.
• Ability to prioritize and organize workload to ensure deadlines are met.
• Ability to handle stressful situations, while maintaining a calm and welcoming and respectful demeanor.
• Highly developed customer service skills; possessing a friendly approachable demeanor and strong problem-solving abilities, with a keen eye for detail.
• Proficient computer skills on Microsoft Office, Excel, and Word
• Must be able to work a variety of shifts, including early mornings, nights, weekends, and holidays.
• Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.
• Position requires the ability to move at a quick pace for extended periods of time.

Pay rate: $36.33/hour

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster. 

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to: applicationassistance@omnihotels.com.

Salary : $36