Convention Services Manager

Position Summary

To coordinate, manage, and prepare all event documentation and coordinate with Sales, property departments and clients to ensure consistent, high level of service throughout all phases of property events. 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.).
• 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.
• 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.

Requirements

• May perform additional duties as required.
• Previous experience in hotel convention sales or related industry
• 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.