Event Concierge Coordinator

Full-Time

Event Concierge Coordinator

Job Purpose: The Convention Services Event Concierge supports multiple critical functions within the Convention Services Department, both on the floor and administratively. Their primary responsibility is to acts as a liaison between on-site Clients and Event Planners to all Hotel Operating Departments (i.e. Banquets, Convention Services, Valet, Front Office, Sales) to insure a consistent high level of service throughout the hotel while the group is on property. Secondary responsibilities (during periods of lesser floor business volume) include administrative support within the Convention Services department.Their efforts allow the Convention Services Managers to focus on the planning of future groups and ensure maximum possible Planner Satisfaction and Customer Loyalty (return bookings.)

The Event Concierge stays in daily close contact on the floor with the customer; promotes consistency

by executing events based on banquet event orders, resumes, group manifests, standard operating

procedures and last minute requests. In addition, follows up with the front desk and other operating

departments on any group related issues.

This position is developed to ensure a high level of guest satisfaction, and to develop the critical skills

needed to take on more advanced management roles within the department. The Event Concierge is

intended to display the ultimate sense of urgency when responding to guests’ requests and needs. The

Event Concierge is a member of Convention Services Team and is empowered to make decisions that

benefit the guest and hotel.

Essential Functions:

minimize accounts receivable balance through: aggressive advance deposit policies, timely and accurate initial billings, as well as 10-20 day follow up calls.

Qualifications:

• Supports all members of the Catering & Convention Services team, helping to ensure their planned events are executed in line with hotel directives and customer expectations.
• Serves as a primary liaison between on-site meeting planners and hotel operating departments, communicating information clearly and efficiently to both parties with, with a sense of professionalism and urgency.
• Ensures the accuracy of the meeting room set-up information and food & beverage details in accordance with Banquet Event Orders and meeting planner expectations.
• Works closely with groups’ Convention Service/Catering Manager to coordinate all logistics for exhibitor needs and set-up including but not limited to: box delivery, electrical needs, A/V needs and method of payment.
• Ensure work area is clean and clear of standing water, debris or any objects that can obstruct the job duties from being performed safely, efficiently and effectively.

Primary Convention Services (Floor) Operations

• Carefully reviews all group Banquet Event Orders and Resumes to clearly understand customer expectations and ensure they are executed by hotel operating departments.
• Ensures that room sets are on time, in accordance with Omni banquet setup standards
• Ensures cleanliness and sanitation standards in all banquet operation areas to ensure a quality meeting facilities

• Remains accessible to clients, Convention Services Manager, and hotel operating departments via mobile communication device during assigned work shifts.
• Informs Engineering department of any items out of order or in need of repair, via Synergy- (cc. Assistant Director or Convention Services and Director of Convention Services for follow-up).
• Connects with all on-site contacts in advance of their event, confirms satisfaction and/or necessary action items, and provides means to reach the Event Concierge throughout their shift
• Communicates with Front Desk team to ensure that VIP and suite arrangements are accurate.
• Completes a Floor Report for any group opportunities or successes that may have occurred throughout the day.
• Completes daily/monthly punch list of meeting space and public space for Banquets/Housekeeping/Engineering.

Secondary Convention Services (Administrative) Operations:

• To support the Convention Services Department with clerical and administrative support in an office environment.

• Assist in the preparation of daily, weekly, and monthly reports.
• Support Convention Services Managers in updating current Function Space Agenda information for groups into Salesforce FDC.
• Create Banquet Event Orders for group events as requested by Convention Services Managers
• Assist with coordinating logistics and distributing information for site visits and groups to include transportation, amenities, banquet event orders, schedule of events, etc.
• Work effectively and efficiently in Salesforce FDC, Alice, and OPMS systems
• Process and distribute paperwork to clients and hotel operational departments (i.e. proposals, menus, banquet event orders, contracts, etc.).
• Qualify telephone inquiries by determining clients’ needs and specifications and properly refer clients to either a Catering Manager, Sales Manager or Convention Service Manager.
• Complete special projects and reports as assigned by Convention Service Managers, Assistant Director of Convention Services and Director of Convention Services.

Requirements:

• Proven self-starter (assertive)
• Effective communication skills (both oral and written)
• Strong guest service orientation
• High standard of appearance
• Strong organizational skills
• Decision maker and problem solver
• Extremely flexible and willing to work required hours
• Detail-oriented
• Ability to think on their feet
• Prior hotel experience

This role is designed for a 5-day, 8hr/day work schedule. However, the hotel ultimately operates 7 days a week and 24-hours a day. All employees, both management and hourly, must realize that fact and be aware that, at times, it may be necessary to move an employee from their accustomed shift or schedule as business demands.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis ofany protected category with respect to the payment of wages.

If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to: applicationassistance@omnihotels.com.