Convention Services Manager

SUMMARY: We are looking for an experienced Convention Services Manger to be responsible for enforcing the terms of sales and contracts and guiding meeting planners through the planning process. This manager will serve as the liaison between the meeting planner/client and the hotel, ensuring that all information has been communicated correctly. This position details and convention services events at the hotel and is eligible for the Omni Sales Incentive Plan. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Negotiate with customer through the use of creative and attractive menu presentations and event proposals to achieve both maximum revenue/profit potential and fulfillment of contractual responsibilities. Obtain all event-related information (to include, but not limited to meeting specifications, audio visual, rooming list, food and beverage requirements, forecasting food and beverage revenue at least 60 days in advance of program arrival). Drive function space optimization/maximization, to ensure best utilization of space for guest experience and financial performance of hotel. Produce and distribute accurate and clear group resumes, banquet event orders and diagrams etc. to all operating departments in a timely manner. Yield sleeping room block and function space accurately and calculate all applicable attrition with accounting. Initiate/follow up on billing procedures, ensuring deposits and/or credit applications are received within acceptable time frames. Conduct pre-convention and post-convention meetings with customers and pertinent departments to confirm all relevant details are communicated. Conduct any/all planning site inspections as required. During convention, will ensure the meeting arrangements are to the meeting planner’s specifications. Ensures all on-site changes are managed efficiently. Available to meeting planner during convention through phone, email, and in person in order to trouble shoot any questions that arise. Establish and maintain rapport with customers, prior to, during and post-convention, exceeding their expectations and encouraging repeat business. Attend all necessary meetings within hotel that affect/are affected by the Convention Services Department. (Daily standup, Hotel standup, BEO, Resume Review as needed, Guest Room Pickup, etc) Find solutions to the inevitable challenges that arise while the convention or event is on property and represents the hotel in a professional manner. Mentor and develop administrative staff and management staff for future growth as assigned. Responsible for accurately forecasting all food and beverage events, on a monthly and yearly basis. Assist in forecasting guestroom revenue along with the Group Housing Coordinator. SUPERVISORY RESPONSIBILITIES: Act as a liaison between groups and hotel. Utilize hotel staff through the issuance of Banquet Event Orders and Resume to insure the group’s successful stay. QUALIFICATIONS, EDUCATION and/or EXPERIENCE To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must have 3+ years’ experience as a Convention Services Manager at a similar sized and type of hotel or hotel, with managing large groups, events [holiday parties, galas, social events], and conventions with size ranges of 2-500+ guests in attendance. Expert in time management Expert in front-facing customer service skills, such as patience and professionalism Strong food and beverage knowledge as it relates to large scale events. Expert in guiding customers with event setups and diagrams of all event types. Strong knowledge and experience with events containing large, outsourced exhibits, drayage, and production companies Demonstrated success in managing a wide range of complex events, including weddings, holiday parties, social parties, food shows, professional teams, government delegations, large-scale exhibits, and specialized group functions. Ability to focus attention on guest needs while remaining calm and courteous at all times Highly responsible & reliable Strong interpersonal and problem-solving abilities Strong ability to work independently, but ask for guidance when needed Computer expert in Microsoft Window applications, Social Tables, FDC and Delphi Certified Meeting Planner [optional] Team Player Ability to clearly and pleasantly communicate in English with guests, management and co-workers, written, verbally in person, and by telephone Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience required. Microsoft Excel, PowerPoint, and Word required. Ability to work cohesively and respectfully with co-workers both within and outside of your department Ability to think clearly, quickly and make concise decisions Ability to work well under pressure, dealing with many guest and manager requests/questions within a short period of time Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment. Ability to prioritize and organize workload to ensure deadlines are met. Ability to handle stressful situations, while maintaining a calm and welcoming and respectful demeanor. Proven strong customer service focus with a passion for creating memorable and personalized guest experiences. Must be able to work a variety of shifts, including early mornings, nights, weekends, and holidays. Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift. Position requires the ability to move at a quick pace for extended periods of time.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand and sit. The employee frequently is required to walk; use hands to finger, handle, or feel; taste and smell, and talk or hear. The employee must regularly lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. #J-18808-Ljbffr Omni Hotels & Resorts