Convention Services Manager

Position Summary:
To coordinate, manage, and prepare all event documentation and coordinate with Sales, property
departments and client to ensure consistent, high level of service throughout all phases of property
events. Ensures their property events have a seamless turnover from sales to service back to sales.
Recognizes opportunities by up-selling and offering enhancements.

Responsibilities:
 Know your work schedule and follow it with a high degree of reliability.
 Work in a cooperative and friendly manner with fellow associates.
 Maintain professional attire and personal hygiene.
 Maintain a clean, neat and orderly work area.
 Read, understand and follow all policies, procedures and practices as stated in the
Associate Handbook.
 Inform management promptly of any work-related problems or guest complaints.
 Practice “aggressive hospitality” and provide guest satisfaction.
 Provide for a safe work environment by following all safety and security procedures and
rules.
 Comply with all applicable federal, state and local laws and ordinances as they apply to the
hotel, guests and associates.
 Know all emergency procedures (fire, severe weather, bomb threats, guest
accidents/illness, etc.).
 To negotiate with the guest and other patrons for banquets, meetings and other functions,
all arrangements, suggesting menus, bar set up, room arrangements as per policy and
procedure. On completion of negotiations, inform other departments of arrangements in
writing which are necessary to assure success of the function.
 Works closely with set up person for all catering functions to insure maximum utilization
of facilities.
 Prepare monthly inventory of all catering office supplies and requisition same for General
Manager’s approval.
 Train, coordinate and supervise regarding the duties of the banquet captain and the banquet
staff.
 Maintain budgeted sales quotas.
 Solicit banquet business, correctly enter bookings in diary and finalize these functions.
 Handle changes in information listed on Banquet Event Orders (BEO) effectively.
 Finalize details on Banquet Event Order Sheets from the sales department by making
customer contact, receiving finalized program and publishing BEO’s for distribution.
 Meet or exceed own booking goals each month by talking and personally meeting with
customers to sell hotel function space.
 Perform MOD responsibilities as directed by property policy.
 Accurately prepare weekly forecast for banquet functions.
 Provide site tours to potential customers of the hotel’s banquet facilities.
 Perform MOD responsibilities as directed by property policy.
 May perform additional duties as required.

Requirements:
 Previous experience in hotel convention sales or related industry
 Performs all job duties and responsibilities in an honest and ethical manner and in
compliance with all laws, regulations, and Company policies.
 Proficiency with MS Word, Excel and PowerPoint.
 Excellent communication and public speaking skills.
Essential Functions:
 Able to communicate accurately and effectively in verbal and written form with guests and
associates so as to respond accurately and completely to people to give directions,
instructions, information, answer questions and provide service as required.
 Use arithmetic to calculate catering/sales figures.
 Stand, walk or sit for varying lengths of time.

Qualifications:

• Physical Requirements (In-Office Role)
• Ability to work in a standard office environment.
• Prolonged periods of sitting at a desk and working on a computer. (6-8 hours a day)
• Occasional standing and walking throughout the workday.
• Frequent fine motor skills, use of hands and fingers for keyboarding/typing, utilizing a mouse or trackpad, writing, and operating office equipment.
• Ability to communicate effectively verbally and in writing.
• Occasionally required to stand, walk, bend, reach, or carry items.
• Ability to lift and/or move 10–25 pounds as needed (e.g., files, office supplies).
• Visual ability to read from a computer screen and printed materials including close visual focus for extended periods and color differentiation (for certain roles).
• Ability to hear and participate in conversations and meetings, use phone and/or headset
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.