Senior Convention Services Manager

POSITION PURPOSE

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 hotel departments the information necessary to successfully execute the group’s needs while maintaining a good client relationship.

ESSENTIAL FUNCTIONS

AVERAGE % OF TIME

20%                          

Maintain strong client relations and ensure that convention specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.

15%                           

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.

10%                           

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.

10%                           

Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.

10%                           

Produce and distribute convention resume two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments.

10%                           

Distribute BEOs for group and affiliates 10?14 days prior to events.

10%                           

Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business within a 5% variance.

5%                           

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.

5%                           

Participate in site visits and plan meetings for upcoming groups and potential affiliate business.

2.5%                          

Verify credit information submitted in account management software system at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure.

2.5%                          

Participate in Pre/Post?Convention meetings and review bill with client.

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel.

• 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.

• Generate VIP, limousine and amenity forms as required.

• Maintain solid and open communication with all hotel operating departments.

• Maintain good working relations with preferred vendors of the hotel.

• Maintain up?to?date information on program and food and beverage events in hotel’s inventory management system.

• Attend all department and hotel meetings as necessary.

• Provide on?going training and support for group reservations agents.

• Working knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, and labor relations, including, but not limited to the following statutes and their comparable state and local laws (where applicable): Title VII, ADEA, Equal Pay Act, Pregnancy Discrimination Act, FLSA, ADA, OSHA, FMLA, and NLRA.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

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 accommodation, using some other combination of knowledge, skills, and abilities.

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.

• 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 a team leader.  There is minimal direct supervision.

• Extensive knowledge of food and beverage products, proper preparation 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 hotel 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 inter-personal and sales-related skills.

• Exceptional organizational, supervisory skills.

• Exceptional food and beverage knowledge and pricing.

Education

High school or equivalent education required.  Bachelor’s Degree preferred.

Experience

At least two years catering sales and convention services experience preferred.