Convention Services Mgr - Task Force

JOB OVERVIEW

Manage and coordinate all conferences, meetings, group functions and group activities booked through the sales department. 

At Hotel Indigo^® we deliver inspired service. In all we do, we are vibrant, curious and original. 

• Be vibrant by carrying ourselves in a way that says to our guests we are energetic, motivated, confident.
• Be curious by being aware of our hotel and neighborhood and going out of our way to help guests learn and discover what's going on.
• Be original by building connections with our guests and being imaginative to create memorable experiences.

DUTIES AND RESPONSIBILITIES

FINANCIAL RETURNS

• Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines.  Confirm in writing to the client and all affected hotel departments all group requirements via sales contract terms, addendums, confirmation of pricing, group resumes, and/or banquet event order. 
• Work with sales staff to service and solicit new business.  Up-sell client events and manage function space and room block inventory as assigned.
• Assist in the preparation of the departmental budget and implementation of the hotel’s catering and conference strategy.
• May assist in developing and implement sales actions plan as assigned.  May also participate in the annual budgeting and planning process.

PEOPLE

• Work closely with other hotel departments to facilitate services agreed upon by the sales office and prospective clients. 
• Promote teamwork and quality service through daily communication and coordination with other departments.  Key departmental contacts include all hotel departments. 
• Interact with outside contacts:
  • Guests – to ensure their total satisfaction
  • Airlines, wholesalers, corporate accounts, travel agencies, ad agencies, etc. – to ensure repeat business, follow up on events, and generate new business 
  • Other contacts as needed (Professional organizations, community groups).

GUEST EXPERIENCE

• As needed, assist the client in menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room set-up, group room blocks and VIP services, etc.     
• Welcome group contact upon arrival at function and ensure guest satisfaction.
• Follow up with clients regularly during and after departure to ensure satisfaction and secure future bookings.

RESPONSIBLE BUSINESS

• Monitor and handle inquiry calls and provide client proposals in accordance with established departmental policies and procedures. 
• Monitor and ensure all functions are set up, refreshed, and broken down in compliance with scheduled times and departmental procedures.
• Work in a timely manner to executive and distribute all Banquet Event Orders (BEO) and contracts as designated by sales.
• Conduct hotel and banquet facility tours and entertain qualified clients in accordance with company and property policies.
• Maintain client files and update information daily in accordance with established departmental policies and procedures.      Review daily postings of charges to master accounts of clients and resolve any discrepancies, or process necessary adjustments.  Review final bill prior to presenting to client.  Complete post-conference reports of events for senior management, and complete other reports as needed or requested.
• Report and communicate Meeting event needs between the client and hotel.
• Prepare and distribute amenity request forms for specified clients.  Obtain designated approvals and follow-up on delivery.
• Check function room set ups prior to guest arrival, ensuring all details are in agreement with client’s requirements and hotel standards.  Ensure deficiencies are corrected by appropriate personnel.
• May perform other duties as assigned.

ACCOUNTABILITY

Typically has accountability for coordinating assigned conferences, group bookings or special events in full service, luxury, or resort hotel with catering and or resort hotel with catering and/or convention facilities.

QUALIFICATIONS AND REQUIREMENTS

Some College plus 1-2 years sales or marketing related experience or equivalent combination of education and experience.  Knowledge of hotel sales and/or catering preferred.   Must speak fluent English.

This job requires ability to perform the following:

• Frequently standing up or moving within and outside of the facility
• Carrying or lifting items weighing up to 25 pounds
• Handling objects
• Bending, stooping, kneeling

Other:

• Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with guests, employees and third parties that reflects highly on the hotel, the brand and the Company.
• Reading and writing abilities are utilized often when completing paperwork and management reports, interpreting results, and giving and receiving instructions.
• Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances are utilized frequently.
• Problem solving, reasoning, motivating, organizational and training abilities are used often. 
• Ability to travel to attend workshops, tradeshows, conventions, etc.
• May require a valid Driver’s License.
• May be required to work nights, weekends, and/or holidays.
• Alcohol awareness certification and/or food service permit or valid health/food handler card as required by local or state government agency.