Convention Services Coordinator

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

• Answers incoming telephone calls from all Catering/Conference Services lines.
• Responds to telephone inquiries by determining clients 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 specs (Local Convention and Spinoff).
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and oneshot 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 PrePlanning Meeting Agendas and Packets PreConference 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 (BEOs). Assists with making changes to BEOs.
• Coordinates PreConference Meeting and PostConference Meeting Outlook invites.
• Works with assigned Catering and/or Conference Manager to ensure that all functions are tieddown 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.

• • 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 coworkers 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 coworkers 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 multitask 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 MondayFriday with the flexibility to work weekends if needed.

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