Convention Services Manager

POSITION PURPOSE The Convention Services Manager is the liaison between the Hotel and customer for all group bookings contracted by the Sales Department; ensures that items negotiated in the contract are carried out in full by both the client and Hotel (i.
e.
payments, room block cuts, rooming lists, sold counts, etc.
); and provides personal service to groups to ensure a pleasant stay.
ESSENTIAL FUNCTION * Serves as the active key contact on property with regard to all of group's requirements; conducts status reviews on all groups; generates contract addendum as necessary for changes in group requirements.
* Ensures receipt of rooming lists; and that all lists are complete in detail and distributed on a timely basis.
Facilitates reservation changes with the Reservations Department; and checks accuracy of room reservations as entered in the system (spelling, check in date, check out date, payment information, special requests, etc.
).
* Ensures all billing instructions are carried through.
Ensures all deposits and payments are received before group's arrival and according to contract terms.
* Conducts an account review with tour leader &/or group coordinator to review accounts.
Works with Accounting Department to correct any billing errors; and ensures an accurate group statement/invoice is provided to customers.
* Meets group on arrival and maintains open lines of communication throughout their stay.
Oversees group departures and follows up for rebooking.
* Prepares and distributes to all key areas: a Group Resume outlining group’s essential information and special instructions one week prior to group’s arrival.
* Writes a thank you letter to the client and prepares a post-convention report summarizing the group's room night and revenue productivity and includes a re-booking recommendation for the contracting Sales Manager.
* Works with groups on changes in meeting room requirements; and communicates requirements to Catering Department.
* Coordinates special room assignments and baggage handling requirements with the Front Office Personnel.
* Takes care of all special requests such as room assignments, amenities, tour desks and hospitality suites.
* Prepares check requests with appropriate documentation for group rebate, subsidy, housing fee, travel agent commission, payment for third party services (e.
g.
VIP transportation).
* Takes on role of Sales Manager for short term group bookings (60 days), repeat groups and Kama’aina groups\*.
This is contingent on workload and may be delegated.
* Prepares monthly reports as follows: - Monthly Group Productivity - Group Market Analysis summarizing group business actualized in the previous month.
* Works with the contracting Sales Manager when requested on customer site inspections, finalization of contracts and discussions of meeting functions to close a group booking.
* Holds pre- and post-convention meetings with the appropriate department heads in attendance for groups, as appropriate.
* Ensures all Food and Beverage coupons, if any, are ready for group arrival, as well as necessary memos informing applicable restaurants * May cross-train within other areas within the Catering & Sales Department * Represents the Sales Department, both within the hotel and to the public, with a professional, cheerful and helpful disposition.
* Assists sales and catering managers by working together in obtaining leads and servicing clients/accounts.
JOB QUALIFICATIONS Education: * Business school graduate or equivalent preferred.
* BBA in Travel Industry Management preferred.
Experience: * Six months minimum Rooms operations preferred.
* Six months minimum Food & Beverage (Banquets, Catering) operations preferred.
* Minimum one year hotel experience as Convention Service Manager required.
JOB KNOWLEDGE * Excellent organizational skills and very detail oriented * Excellent verbal and written communication skills.
* Ability to multi-task and continuously re-priorities tasks.
* Good follow-up essential.
* Positive mental attitude and service-oriented.
* Resourceful.
* Knowledge of hotel operations.
* Able to exercise patience and diplomacy * Computer skills.
Working knowledge of Excel, MS Word * Creativity.
* Abel to travel to attend the annual ACOM Convention * Calm disposition.
* Flexibility.
GENERIC * Ensure that all information is kept confidential, unless otherwise advised.
* Ensure that all Occupational Health and Safety requirements for the company are met within your department.
Report any workplace hazards as you see them and support the company in its endeavor to provide a safe workplace.
* Represent the company in a positive manner expounding the values, ethics and pride at all times.
* Complete to the best of your ability any additional tasks within reason as provided by your immediate manager or their delegate.
Job Type: Full-time Pay: From $55,000.
00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Employee assistance program * Employee discount * Health insurance * Life insurance * Paid time off * Vision insurance Experience: * Events management: 1 year (Preferred) * Customer service: 1 year (Preferred) Work Location: In person