Convention Services Manager

Position Summary Manage, coordinate, and execute group assignments turned over by the Sales Department. Monitor contractual agreements with regard to guest room blocks, meeting space, food & beverage and special concessions. Effectively communicate to all property departments the information necessary to successfully execute the group’s needs while maintaining a good client relationship. Examples of Duties (Essential Functions) Maintain strong client relations and ensure that convention specifications including group guest rooms, meeting space, food & beverage, audiovisual and other needs are communicated and executed for a successful meeting experience for the meeting planner and the attendees. Monitor and manage group room blocks according to the contract utilizing group history reports and information supplied by the client to maximize property revenue, making adjustments as necessary. Monitor and enforce program deadline dates and work with clients to release meeting space not needed. Accurately forecast group room and group food and beverage revenues for assigned group and affiliate business. Produce and distribute detailed BEOs to clients and property departments at least 30 days prior to events. Obtain written guarantees, signed BEOs and programs and enter all changes in the change log. Produce and distribute convention resume two weeks prior to the first day of the main group’s arrival and communicate any changes and updated information to property departments. Schedule and facilitate pre-convention and post-convention meetings. Collect deposits, prepare and review bill with client. Check guest room and suite blocks, special room concessions and rates as outlined in contract. Check meeting rooms prior to clients’ arrival; greet clients and introduce Banquet staff. Assist Sales Managers with closing business by attending site visits when necessary. Supportive Functions Attend all department and property meetings as necessary. Physically assist with room turns and refreshed as needed. Maintain a professional attitude and appearance at all times. Maintain good working relationship with preferred vendors of the property. Maintain open communication with all property-operating departments. Specific Job Knowledge, Skills and Abilities Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy to defuse anger, collect accurate information and resolve conflicts. Ability to read, listen and communicate effectively in English, both verbally and in writing. Considerable skill in the use of a calculator to prepare moderately complex mathematical calculations without error. Ability to access and accurately input information using a moderately complex computer system. Ability to establish and maintain effective working relationships with associates, customers, and patrons. Ability to input 40 WPM on a computer keyboard. Qualification Standards Education and Experience: Any combination of education and experience equivalent to graduation from high school or any other combination of education, training or experience that provides the required knowledge skills and abilities. College degree with hotel major is preferred. Prior hotel Sales or Catering experience required. #J-18808-Ljbffr