Senior Convention Services Manager

Additional Information: This hotel is owned and operated by an independent franchisee Pyramid Global Hospitality. The franchisee is a separate company and a separate employer from Marriott International Inc. The franchisee solely controls all aspects of the hotels employment policies and practices including hiring firing discipline staffing compensation benefits and all other terms and conditions of employment. If you accept a position at this hotel you will be employed by a franchisee and not by Marriott International Inc.

Position Responsibilities/Duties

Convention Planning & Client Management

• Serve as the primary hotel contact for assigned convention and group clients from turnover by Sales through planning on-site execution departure and post-event follow-up.
• Manage complex high-profile and large-scale conferences conventions meetings and group programs.
• Develop strong relationships with meeting planners and key client contacts gaining a thorough understanding of program objectives priorities contractual commitments and service expectations.
• Lead clients through the planning process establishing clear timelines deliverables decision points and deadlines.
• Coordinate all aspects of assigned programs including guest rooms meeting and function space food and beverage audiovisual requirements transportation amenities VIP arrangements exhibits signage security needs special requests and other program components.
• Conduct planning meetings property tours tastings and other client meetings as appropriate.
• Anticipate client and operational needs proactively identifying potential challenges and developing solutions before they affect the event.
• Maintain timely professional and proactive communication with clients throughout the planning and execution process.
• Develop a thorough understanding of contractual commitments and ensure program requirements are delivered in accordance with established agreements.
• Manage client-requested changes and coordinate appropriate review of requests that affect contractual commitments pricing space utilization or hotel operations.

• Prepare review and distribute accurate and comprehensive Banquet Event Orders (BEOs) group resumes event schedules diagrams and other documentation required for successful program execution.
• Ensure event documentation accurately reflects client requirements contractual commitments operational considerations billing instructions and agreed-upon program details.
• Maintain accurate and current group and event information within Marriott CI/TY and other applicable hotel systems.
• Monitor guest room blocks rooming lists pickup cut-off dates attrition considerations VIP requirements and other group-room details in partnership with appropriate hotel departments.
• Obtain and communicate final guarantees menu selections setup requirements audiovisual specifications special dietary needs billing arrangements and other required event information within established timelines.
• Lead or actively participate in BEO meetings resume meetings pre-convention meetings post-convention meetings and other operational planning sessions.
• Create comprehensive group resumes that clearly communicate client priorities program schedules VIP information special requirements and critical operational details.
• Partner closely with Banquets Culinary Stewarding Front Office Reservations Housekeeping Engineering Audio Visual Security Accounting Sales and other departments to ensure a coordinated approach to program execution.
• Communicate changes promptly and accurately to all affected departments and confirm appropriate follow-through.
• Maintain a visible presence during critical periods of assigned programs serving as a resource to both the client and hotel operations.
• Conduct appropriate event and meeting-space inspections to confirm readiness and alignment with client specifications.
• Respond quickly to changing circumstances and work collaboratively with operational leaders to resolve issues while minimizing disruption to the client experience.

Revenue & Business Management

• Understand the financial and contractual components of assigned programs including food and beverage minimums guest room commitments meeting-space arrangements attrition provisions and other applicable terms.
• Identify and present appropriate opportunities to enhance the clients program while generating incremental hotel revenue through upgraded menus additional food and beverage audiovisual services décor amenities enhanced meeting experiences and other services.
• Balance client objectives with hotel operational capabilities contractual obligations revenue considerations and profitability.
• Monitor assigned programs for changes that may affect revenue expenses contractual commitments or operational requirements and communicate concerns appropriately.
• Review event charges and billing information for accuracy and work with Accounting and operational departments to address discrepancies before final billing whenever possible.
• Support achievement of departmental revenue profitability and meeting-planner satisfaction objectives.

Leadership & Collaboration

• Serve as a senior resource within the Convention Services team modeling strong organization communication professionalism accountability and client service.
• Provide guidance and support to less-experienced Convention Services and Catering and Events associates as appropriate.
• Partner closely with Sales during the turnover process to ensure a complete understanding of commitments made during the sales cycle and a seamless transition for the client.
• Maintain strong working relationships across hotel departments and promote collaborative problem-solving throughout the planning and execution process.
• Represent Convention Services in operational meetings and other hotel forums as assigned.
• Assist department leadership with special projects process improvements major programs and departmental initiatives.
• Provide coverage and support for other Convention Services Managers and programs when business needs require.
• Identify opportunities to improve planning processes internal communication event execution and the overall meeting-planner experience.
• Maintain appropriate confidentiality regarding clients guests associates contractual information and hotel business.
• Perform other duties and responsibilities as assigned.

What are we looking for

Qualifications

• Minimum of 5 years of progressive hotel leadership experience; convention services conference services event management catering or related experience strongly preferred.
• Previous experience managing complex conventions conferences or large-scale group programs in an upscale luxury full-service or convention hotel strongly preferred.
• Bachelors degree in Hospitality Management Business Event Management or a related field preferred; equivalent relevant experience may be considered in lieu of formal education.
• Demonstrated ability to independently manage multiple complex programs and competing deadlines in a fast-paced environment.
• Strong working knowledge of hotel event operations including Banquet Event Orders group resumes meeting-room configurations food and beverage guest room blocks and event billing.
• Experience with Marriott CI/TY or a comparable sales catering or event-management system preferred.
• Strong understanding of group contracts and the ability to recognize the operational and financial implications of client requests and program changes.
• Demonstrated ability to build trusted relationships with sophisticated meeting planners and high-profile clients.
• Strong business acumen with the ability to identify appropriate revenue-enhancement opportunities while maintaining the integrity of the client relationship.
• Exceptional organizational planning and attention-to-detail skills.
• Excellent written verbal presentation and interpersonal communication skills.
• Strong problem-solving and decision-making skills with the ability to remain composed and effective during high-pressure situations.
• Ability to influence and coordinate across departments without direct supervisory authority.
• Proficiency with Microsoft Office applications and general business technology.
• Certified Meeting Professional (CMP) designation is a plus.
• Flexibility to work evenings weekends and holidays as required by convention and event schedules.

Physical Requirements

The physical requirements described below are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

• Ability to sit stand and walk for extended periods of time and to move regularly throughout guest areas meeting rooms event spaces back-of-house areas and other locations throughout the hotel.
• Ability to frequently use hands and fingers to operate computers keyboards telephones and other office equipment and to handle grasp carry and manipulate documents event materials and other work-related items.
• Ability to occasionally stoop bend reach crouch kneel and perform other physical movements necessary to access event spaces materials equipment and work areas.
• Ability to lift and carry work-related materials and equipment weighing up to 25 pounds and to push or pull materials as necessary to perform the essential functions of the position.
• Visual ability sufficient to inspect meeting and event spaces and to read and work with computer screens electronic systems BEOs event diagrams contracts reports and other written materials.
• Hearing ability sufficient to communicate effectively in person by telephone and in meetings convention spaces and other work environments.
• Ability to communicate verbally and be understood when interacting with clients guests associates vendors and other business partners.
• Ability to perform the essential functions of the position safely and effectively with or without reasonable accommodation.

This company is an equal opportunity employer.

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