Convention Services Manager - Avocet Hospitality Group

JOB TITLE: CONVENTION SERVICES MANAGER

DEPARTMENT: SALES AND CATERING

LOCATION: TIDES HOTEL

REPORTS TO: DIRECTOR OF SALES

POSITION SUMMARY
The overall objective and role of the Convention Services Manager is to coordinate arrangements for group meetings, conferences and social events as required. Position acts as liaison between all departments as necessary in assisting the customer in all aspects of planning and successfully executing an event.

MAIN DUTIES AND RESPONSIBILITIES

While no job description can possibly provide a comprehensive list of job duties, the following is a summary of the major responsibilities for the position.

• Create detailed Banquet Event Orders to meet the specifications of the client, manage room blocks, food and beverage requirements, meeting room setups, billing, and other additional needs of the client

• Communicate and enforce contractual agreements to the client pertaining to meeting space, food and beverage, special concessions and collection of attrition charges owed

• Ensure all guest checks, payments, master folios, and advanced deposits are submitted to accounting

• Provide accurate and concise information to all departments including facilitation in BEO and group resume meetings and relaying any changes to applicable departments with urgency and in a timely manner to facilitate a successful catering or group function

• Collaborate with culinary operations to assist in development, design, and customization and implementation of event menus

• Maintain proper documentation of events, changes, and/ or special requests with updated banquet event orders, group resumes, and rooming lists; including accurate and up-to-date information in the Delphi system

• Organize and conduct site visits, pre-planning visits, pre and post-convention meetings

• Greet all clients upon arrival and function as the on-site contact to client and address challenges or concerns immediately

• Maximize revenue by selling all facets of the hotel to include food and beverage outlets for upselling

• Work in coordination with outside vendors as needed to ensure client satisfaction.

• Maintain regular and punctual on-site attendance with the ability to work a flexible schedule which may include days, evenings, weekends, and holidays when business requires

JOB REQUIREMENTS

Education / Experience

• High school diploma or equivalent required

• Post Graduate or Degree in relevant field preferred

• Two to fours years of related banquet, catering, event planning experience preferred

• Experience within luxury, lifestyle or independent hotels preferred

Skills

• Ability to prioritize and remain highly organized at work assignments

• Excellent computer skills, such as typing and use of various computer software

• Excellent communication skills with guests, team members, and management

• Proficiency in restaurant POS, reservation, and/or inventory applications

• Ability to access and accurately input information into the Property Management System (PMS)

• Excellent organization, prioritization, and time management skills

• Ability to work well in stressful, high-pressure situations.

• Knowledge of Triple Seat, including merging menus, blocking function space and creating BEO's

• Knowledge of staffing guidelines/ requirements to set-up, turn, and break-down function spaces

• Knowledgeable of top accounts and important clients of the hotel

• Knowledgeable with legal and contractual agreements

• Knowledge of basic hotel procedures including accounting, reservations, front office and food and beverage to act as liaison between departments and customers

WORKING CONDITIONS

The working conditions described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equipment to Be Used

• Basic office administrative equipment (computer, keyboard, telephone, copier, fax, etc.)

• Food and Beverage equipment as needed to execute the events as ordered by clients

Physical & Mental Requirements

• Ability to frequently lift, carry, push, pull, or otherwise move up to 20 pounds and occasionally lift, carry, push, pull, or otherwise move up to 30 pounds with or without assistance

• Ability to detect cleanliness and discrepancies in event space

• Excellent verbal communication skills for interaction with guests required for verbal interaction with guests and associates.

• Traverse work areas including the complex, guest rooms, and public areas

• Ability to apply commonsense understanding to carry out instructions.

• Ability to work both independently and in a team environment

• Ability to multitask and work effectively in a high-demand, fast-paced environment with changing variables

• Ability to apply patience and understanding to all persons and situations

• Ability to perform well under pressure to meet the needs of guests, team members and/ or management

Work Environment

• The work environment includes high guest contact; may involve varying conditions and circumstances with guests, staff, visitors, etc.

• Inside work in an office environment

• Ability to occasionally work varied shifts including weekends and late night events

EOE / DFWP