Convention Services Manager

JOB OVERVIEW: Manage, coordinate and execute group assignments turned over by the Sales Department. Monitor all contractual agreements pertaining to guest room blocks, meeting space, food and beverage and special concessions. Effectively communicate to all the hotel departments the information to successfully execute the group’s needs while maintaining a good client relationship.

DUTIES AND RESPONSIBILITIES:

• Maintain strong client relations and ensure that convention specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.
• Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary.
• Review sales contracts as well as other important information, i.e. room block, cut-off date, special concessions and attrition clauses and validate with client via turnover letter
• Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.
• Produce and distribute convention resumes.
• Distribute BEOs for group and affiliates.
• Accurately forecast group rooms and good food and beverage revenues for assigned groups and affiliate business within a 5% variance.
• Check sleeping room and suite block, special room concessions and rates as outlined in contract with group reservations agents, as well as updating group reservations agents with any changes.
• Participate in site visits and plan meetings for upcoming groups and potential affiliate business.
• Verify credit information submitted in account management software system at point of turnover, to include estimated amount of billing, billing type and appropriate contract and update information as necessary until departure.
• Participate in Pre/Post-Convention meetings and review bill with client.
• Introduce and recommend house vendors as preferred vendors as determined with the revenue goal of the hotel.
• Establish checklist trace dates using appropriate computer programs.
• Attend all department and hotel meetings as necessary

Qualifications and Requirements: The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accomodation, using some other combination of knowledge, skills and abilities.

This job requires ability to perform the following:

Essential:

• Must be able to speak, read, write and understand English
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written
• Most tasks are performed independently or in a team environment with the employee acting as team leader. There is minimal direct supervision.
• Extensive knowledge of food and beverage products, proper presentation and presentation of food and beverage items.
• Extensive knowledge of meeting room capacities, banquet set-up, audio-visual and any other pertinent details as they relate to function room set-up.
• Ability to assess/evaluate employees’ performance fairly
• Ability to supervise, train and motivate multiple levels of managers and employees.
• Knowledge of hotels and competitive market.
• Must possess basic computational ability.
• Must possess computer skills, including, but not limited to, accounting programs, Microsoft Word, Excel and Delphi.
• Excellent interpersonal sales-related skills.
• Exceptional organizational, supervisory skills.
• Exceptional food and beverage knowledge and pricing.
• Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required for the rest of the working day. This includes traveling to and from meetings. Length of time of these tasks may vary from day to day and task to task.
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 15 pounds occasionally

STANDARD SPECIFICATIONS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.