About the position
The Convention Services Manager is a pivotal role within the hotel, responsible for achieving assigned convention and event goals that align with the overall performance metrics of the hotel. This position requires a proactive approach to servicing clients and groups, ensuring that all contracted food and beverage minimums are met. The Convention Services Manager will collaborate closely with the Director of Catering/Convention Services to drive the hotel's revenue, enhance meeting planner satisfaction scores, and meet food and beverage objectives across one or more assigned properties. Management-level associates are expected to dedicate as much time as necessary each workday to fulfill their job responsibilities, with overtime applicable for OEM associates as per hotel policy. In this role, the Convention Services Manager will maintain organized sales files and adhere to specified standards for the Accounts Coverage Program. The individual will conduct solicitation calls, provide property tours, and entertain clients based on their specific needs. Monthly competition statistics for all area hotels must be compiled and submitted to the Director of Sales, along with timely completion of all month-end reports. The manager will also be responsible for typing and processing contracts, proposals, memos, and general correspondence for the sales staff, ensuring accuracy and timely distribution of banquet event orders and daily event sheets. The Convention Services Manager will oversee the efficient operation of the email system, maintain a log for booking status, and consult with client representatives to plan event details such as expected attendance, display space, and food service schedules. This role also involves planning, coordinating, and implementing special events and meetings, performing initial contract negotiations, and ensuring that all changes are communicated promptly to relevant departments. The manager will inspect rooms and displays to ensure they meet the needs of the group and will handle any complaints or adjustments necessary to promote goodwill. Overall, this position is integral to the successful execution of events and the satisfaction of clients and guests.
Responsibilities
- Maintain organized sales files according to specified standards.
- Maintain the Accounts Coverage Program.
- Conduct solicitation calls, property tours, and entertain clients based on their needs.
- Complete monthly competition statistics for all area hotels and submit to the Director of Sales.
- Complete all month-end reports for the Director of Sales and send to Corporate by the 5th of each month.
- Type and process all contracts, proposals, memos, and general correspondence for sales staff.
- Type and distribute all banquet event orders, banquet checks, and Daily Event Sheets for the Catering Director in a timely manner.
- Order and maintain all Sales forms and collateral as specified and participate in monthly inventory counts.
- Answer phones for sales/catering staff if not picked up by the third ring and record messages as appropriate.
- Conduct monthly audits in the Delphi system for Critical Dates and double bookings, and print daily reports for the Director of Sales as needed.
- Assist the Transient Sales Manager with processing distribution and maintain a follow-up trace system for all RFPs as directed by the Director of Sales.
- Maintain trace system for all Sales and Catering Managers and DOSM regarding monthly commission/rebates for groups.
- Ensure check requests, W9s, and POs are copied and filed in the Sales Checkbook and distributed to Accounting as received.
- Oversee and maintain efficient operation of the email system.
- Maintain GRC log audit monthly for accuracy and update accordingly for booking status per Sales Manager.
- Consult with representatives of client groups to plan event details such as expected attendance, display space, and food service schedules.
- Plan, coordinate, and implement special events and other meetings, conferences, and special projects.
- Perform initial contract negotiations and vendor service agreements, and upsell food and beverage services.
- Ensure timely communication of changes to impacted departments and operations leaders.
- Coordinate and organize Pre and Post Cons and create weekly group resumes for all Sales bookings.
- Work directly with Banquets and AV to meet client needs.
- Inspect rooms and displays for conformance to group needs and desires.
- Arrange publicity for special functions, adjust complaints, and perform other duties to promote goodwill.
- Complete and pass requested system training to assist with daily job responsibilities as per the Director of Sales and Marketing's request.
- Perform any other duties as required.
Requirements
- High school diploma or GED required.
- Experience in a hotel or related field preferred.
- Proficient in Windows operating systems.
- Ability to convey information and ideas clearly.
- Ability to evaluate and select among alternative courses of action quickly and accurately.
- Ability to work well in stressful, high-pressure situations.
- Maintain composure and objectivity under pressure.
- Effective problem-solving skills, including anticipating, preventing, identifying, and solving problems as necessary.
- Ability to assimilate complex information and data from disparate sources and adjust to meet specific needs.
- Effective listening and understanding skills to clarify and resolve concerns raised by coworkers and guests.
- Ability to work with and understand financial information and data, including basic arithmetic functions.
Benefits
- Medical, Dental, and Vision Coverage
- Short-Term and Long-Term Disability Income
- Term Life and AD&D Insurance
- Paid Time Off
- Employee Assistance Program
- 401k Retirement Plan
