Convention Services Manager

Prism Hospitality LP
US - Oklahoma - Edmond
November 16, 2024

Scope of Position:

Primary responsibility is to provide clients, guests and/or event planners a smooth transition between the Sales and the Events department once the contracted piece of business is received. Ensure program logistics are delivered and clearly communicated throughout the operational departments. Ensure all contracted obligations are met with guest rooms, meeting space, food & beverage, and incorporate up-sells whenever possible. Provide information to operational departments, supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Forecasting contracted guest rooms and food & beverage. Foster lasting relationships with current clients, guests and or event planners. Secondary responsibility is to provide support to the Director of Events.

Position Responsibilities and Qualifications:

Education & Experience:

Previous managerial experience in a hotel environment preferred or similar industry.

College Degree preferred,

Minimum of 2 years in Catering Sales or Event Service experience.

Proficient in Microsoft Office Suite

Knowledge of F&B preparation techniques and liquor laws and regulations helpful.

Alcohol awareness certification as required by local or state government agency.

Valid Driver's license from appropriate state and MVR in good standing.

Physical Demands:

Long hours sometimes required, including nights and weekends.

Medium Work - Exerting up to 30 pounds of force occasionally or frequently or constantly to lift, carry, push, pull or otherwise move objects.

Ability to stand for long hours at a time.

Required Competencies

Consult with customers to determine objectives and requirements for events such as meetings, conferences, and special occasions to plan scope and format of events, to establish and monitor budgets, review administrative procedures and event progress.

Upsell product and services to client to provide maximum revenue for hotel.

Coordinate services for events, such as accommodation, transportation for participants, set up of facilities, food and beverage, signage, displays, audio visual, special needs requirements, event security and other event needs.

Plan and develop programs, agendas, budgets and services according to customer requirements.

Organization of event activities to ensure compliance with applicable regulations and laws, satisfaction of participants and resolution of any problems that arise.

Evaluate, order and select providers of services according to customer requirements.

Communication of event details to coordinating hotel departments to ensure proper delivery of event expectations.

Inspect event facilities to ensure that they conform to customer requirements.

Responsibilities that may include any and all of the following:

Review event bills for accuracy, and approve payment.

Communicate effectively via blogs for maximum sales exposure for Hotel

Ability to always look for opportunities to promote the hotel via vendors, Public Relations approved submissions to magazines, or anything else that will paint the hotel in a good light and push for sales for the hotel.

Any other job-related duties assigned by their supervisor.

Ability to prioritize, organize work assignments and follow-up.

Ability to promote positive relationships with guests and staff.

Ability to perform job function with minimal supervision even under pressure.

Ability to ensure security and confidentiality of guests and hotel data.

Ability to enforce hotel's quality procedures.

Ability to work independently without direct supervision or as a cohesive team.

Ability to be a clear thinker, analyze and resolve problems exercising good judgment.

Ability to input and access information into computer systems.

Ability to remain calm and courteous with demanding/difficult situations.

Ability to work long hours, 5-6 days a week.

Know sleeping room configuration and types and total inventory of type.

Have comprehensive knowledge of all operational departments within the hotel; guest services, reservations, housekeeping, audio-visual, switchboard, accounting, restaurants, bars, and engineering.

Manage space and adjust in order to ensure maximum potential revenue.

Perform other duties as requested by management.

Attend and/or conduct any training/meetings as required by management.

Relationships:

Internal: All hotel departments and sales staff: Communicates client's expectations.

External: Guests: To provide service.

Competition: To stay informed of competitive strategies and business conditions.

CVB: To promote hotel services and generate business.

Vendors: To solicit goods and services.

Organizational Structure:

Reports to: Director of Events / Director of Catering / Director of Sales

Job title also known as: Event Services Manager, Event Planning Manager

This job description is a general representation of the duties and responsibilities commonly found in DHM for this type of position; it may be modified at an individual hotel based upon business levels.

Skills & Requirements Qualifications

Read the full job description and apply online on the recuiter's web-site

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