Convention Service Manager

Job description

The Convention Services Manager’s objective is to ensure the highest quality of guest satisfaction during their function/stay at the hotel.

PRIORITY RESPONSIBILITIES:

Assist sales managers in blocking function space, site inspections (as needed), and any area related to food and beverage operations.

-Assist Catering in booking catering programs, inquiries, etc.

-Maintain account files once booking is confirmed by client with definite contracts and other pertinent information. Establish rapport with client as soon as definite account file is transferred from the Sales Manager to the CS Manager.

-Trace and follow up on contracts for deposits, rooming lists, convention detail and any other special instructions.

-Work with clients in order to obtain all final booking details, i.e. food & beverage, room set-ups, audio visual requirements, complete rooming list and guest agenda during booking dates. Also responsible for effectively communicating all hotel policies, procedures and charges in regards to services being provided to the client.

-Detail all Sales Department bookings that make use of hotel’s banquet space and/or guestrooms. Complete and distribute banquet event orders and group resumes to hotel departments before group’s arrival.

ADDITIONAL RESPONSIBILITIES:

Review tentative Delphi Booking Recap to confirm that all banquet space required by group has been properly blocked in Delphi, all functions have been assigned appropriate meeting rooms, maximizing all banquet space available. Review room rental pricing and any special concessions.

-A tentative Delphi Booking Recap must be initialed and dated by CS Manager to confirm accuracy of blocked space. Any inaccuracies should be corrected immediately and discussed with Sales Manager.

-Work closely with the reservations department in regard to completing all services necessary for guest room blocks. Act as liaison between all departments to communicate pertinent information to ensure success of group’s stay.

-Arrange for billing required by client, i.e. direct billing, cash due 72 hours prior, credit card guarantee, while maintaining hotel policies and procedures determined by the accounting department.

Up sell Food & Beverage items for contracted meal functions, and/or up sell additional meal functions not outlined in contract.

-Arrange and conduct a pre-convention meeting with all departments of the hotel, inviting the client, if necessary, to discuss all of the groups’ arrangements and special requests.

-Attend Banquet Event Order Meeting with appropriate departments and staff.

-Attend Food & Beverage Meetings with appropriate departments and staff.

-Work varying schedules when required, including late nights and/or weekend duty.

-Prepare a post-convention report that includes the final room pick up, any pertinent information regarding sleeping rooms, total food and beverage revenues, and notes to be used for future reference if and when the group would like to rebook.

-Any other duties or responsibilities as may be assigned

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY:

The individual must possess the knowledge, skills and abilities needed to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Ability to know when to work additional hours outside of regular business hours to better serve the external and internal client.

-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 work flexible schedule, as well as being able to work shift standing on feet and walking throughout hotel or sitting for long periods of time.

-Ability to read, listen and communicate effectively in English, both verbally and in writing.

-Effective communication between all hotel departments regarding pertinent booking information to ensure professional guest servicing.

-Knowledge of lighting and sound equipment and usage

-Ability to utilize a computer system

PHYSICAL REQUIREMENTS:

Ongoing sitting, standing, and walking. Ability to lift, grasp, carry and/or push up to 20 pounds.

EDUCATION STANDARDS:

Education:

Any combination of education, training or experience equivalent to graduation from High School or any other combination of education training or experience that provides the required knowledge, skills and abilities. High School diploma required. Four year college degree preferred.

Experience:

Minimum of 2 years preferred in the capacities of catering and/or convention services in the hotel industry. Prefer experience in Delphi FDC