What are the responsibilities and job description for the Convention Services Manager position at Ala Moana Hotel by Mantra?
About Us:
The Ala Moana Hotel by Mantra is part of the Accor Hotel group that consists of more than 4,900 hotels across 39 global brands in 110 countries. The Hotel itself is a landmark Honolulu hotel and is seen by many as the Kama’aina hotel of choice to stay and to work.
Accor Hotels offer opportunities, growth, and a culture of inclusion to let each individual shine. We place people at the heart of what we do, and nurture real passion for service and achievement beyond limits.
Job Summary:
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.
Duties
- 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
- Assists sales and catering managers by working together in obtaining leads and servicing clients/accounts.
Minimum Qualifications
- Minimum 1 year hotel experience in reservations, front office, and/or sales
- High School Diploma or equivalent
- Proficient in Microsoft Office Programs (i.e., Outlook, Word, Excel, and PowerPoint)
- Excellent verbal and written communication skills
- Excellent organizational skills and very detail oriented
- Ability to exercise patience and diplomacy
- Ability to multi-task and continuously re-priorities tasks
- Strong problem-solving skills with a proactive approach
- Demonstrated ability to think outside the box and generate unique ideas
- Adaptability to shifting priorities and dynamic work environments
Preferred Experience
- 6 months Rooms Operations experience
- 6 months Food & Beverage (Banquets and/or Catering) operations experience
- Bachelors Degree in Travel Industry Management or equivalent
Salary:
Starting at $55,000 annually
Salary offer is based on a number of factors such as job-related knowledge, skills and experience. Our company offers a competitive benefits package on top of base.
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
Application Question(s):
- What is your salary expectation for the position?
Experience:
- reservations, front office, and/or sales hotel: 1 year (Preferred)
Work Location: In person
Salary : $55,000
