Convention Services Coordinator

Convention Services Coordinator

Overview 

To handle all administrative duties as required by the Catering & Conference Services Department.

Responsibilities 

• Answers incoming telephone calls from all Catering/Conference Services lines.
• Responds to telephone inquiries by determining client's needs and specifications for referral to Catering Sales Managers.
• Processes all incoming correspondence.
• Types all outgoing correspondence.
• Maintains inventory of office supplies.
• Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off).
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and one-shot groups.
• Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log, the Guarantee Sheet and the Daily Report.
• Arranges appointments for Conference Services Manager, Assistant Director of Catering & Conference Services and/or Director of Catering & Conference Services.
• Assists Conference Services Manager with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets and Thank You Letters.
• Establishes rapport with assigned Catering and/or Conference Services Manager(s) client(s) and functions as his/her liaison.
• Creates Resume Shells to assist the assigned Conference Services Manager.
• Creates Corporate Events Memo to assist the assigned Catering Sales Manager.
• Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
• Assists with creating Banquet Event Orders (BEO’s).  Assists with making changes to BEO’s.
• Coordinates Pre-Conference Meeting and Post-Conference Meeting Outlook invites.
• Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc)
• Special projects as assigned by assigned Catering and/or Conference Services Manager.
• Receptionist duties as assigned.

Qualifications 

• Previous catering, convention services, or sales support experience preferred in a large convention hotel. Other relevant event, meeting planning, or hotel operations experience will be considered.
• High school education required, college degree preferred.  
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience strongly preferred.
• Ability to work cohesively with co-workers both within and outside of your department
• Ability to think clearly, quickly and make concise decisions
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
• Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment. Ability to prioritize and organize workload to ensure deadlines are met. 
• Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
• Customer service oriented with a desire to create memorable guest experiences.
• Ability to use various office equipment, including but not limited to, calculators, photocopiers and facsimile machines. 
• Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.   
• Must be able to work a flexible schedule primarily daytime hours, Monday-Friday, with the flexibility to work weekends if needed.