Area Convention Services Manager

Job Description

Job Description

Scope :

Coordinates and communicates details for sales groups and conventions regarding hotel guestrooms, catering services, food and beverage, and banquet facilities while maximizing total rooms, food, beverage and meeting room rental revenues and profits and ensuring guest satisfaction.

Primary Responsibilities :

Ø Develops and maintains relationships with client after program has been booked by sales department.

Ø Details all aspects of upcoming group and / or convention (guest rooms, meeting space, food & beverage, off-site events, exhibits, audio visual, etc.). Confirms in writing to the client and all affected departments all requirements via Event Orders and / or Group Resume.

Ø Negotiates guest room rates, food and beverage prices, meeting room rental, function space, and hotel services within approved booking guidelines when original commitment from sales contract is not met or as needed.

Ø Manages and implements room rental sliding scales and cancellation clauses as outlined in sales contract.

Ø Monitors room blocks and pick-up for all groups through rooming lists and cut -off dates for all bookings.

Ø Accurately forecasts guest room pick-up and banquet sales revenues and cancellations for all bookings. Keep sales manager informed.

Ø Assists sales managers with tours of the hotel and banquet facilities; entertains qualified potential clients in accordance with company and property policies and procedures.

Ø Assists the Director of Sales and the Director of Catering with the implementation and achievement of the marketing plan.

Ø Assists the client in menu planning; coordinates food, beverage, meeting room set-up, decorations and other services as requested by the client; assures that all requirements are communicated and completed to the clients specifications.

Ø Produces and distributes Group Resumes; leads pre-con and post-con meetings as needed.

Ø Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction.

Ø Maintains a professional image at all times through appearance and dress.

Ø Follows company policies and procedures.

Ø Fulfills Manager on Duty shifts.

Relationships :

Internal : All hotel departments : To communicate client expectations.

Reservations : To confirm guestroom availability.

Sales : Share leads, account and client information, assist in the re- booking process.

External : Guests : To provide service.

Travel Agencies : To promote hotel services and generate business.

Competition : To stay informed of competitive strategies and business conditions.

CVB : To promote hotel services and generate business.

Vendors : Orders goods and services

Education / Experience : High School diploma or equivalent. A minimum of two years in sales and marketing to include one year of food and beverage and / or hospitality related work experience is preferred. Special consideration will be given to those who exhibit exemplary performance.

Certification and / or License Requirement : Alcohol awareness certification and / or food service permit as required by local or state government agency. Food service certification as required by franchise.

Skills :

Strong planning and organizational abilities.

Attention to detail.

Written and oral communication skills.

Customer service.

Computer skills.

Working Conditions :

Will be required to work nights, weekends and holidays.

Will be required to work in fast paced environment.

Area Convention Services Manager

This description of physical and mental activities is not intended to describe essential job functions. Rather, its purpose is to give the job applicant a feel for the physical and mental activities of the job to the end that an applicant with a disability can determine whether he or she will be able to do this job either with or without accommodations.

A majority of time will be spent selling and negotiating details regarding hotel guest rooms, catering and banquet services, therefore a significant portion of time is spent speaking, listening, thinking, reasoning, and writing.

A significant amount of time is spent communicating and interacting with various people inside and outside of the hotel, therefore reading and writing abilities are often used when communicating with the hotel departments and outside contacts when planning menus and services, as well as to document any sales related activity.

A large portion of time is spent moving about the property while servicing, meeting and greeting clients, conducting property tours and / or meeting with other hotel departments.

Mathematical skills, including basic math, problem solving, forecasting, profit / loss concepts, variances and percentages are often used.

This person will occasionally assist in breaking down or setting up of banquet space, or assist in food service, requiring lifting of up to 50 pounds.

Organizational Structure :

• Reports to : Director Sales & Marketing, Director of Catering & Events