Convention Services Coordinator

Property Management•Portland, OR

3d•Onsite

About The Position

The Convention Services Coordinator plays a vital role in supporting the successful execution of food and beverage operations, meetings, events, and group business at Hyatt Centric Portland. This position serves as a key liaison between hotel departments, ensuring seamless communication, coordination, and execution of guest experiences from initial planning through event completion. Working closely with Food & Beverage, Sales, Front Office, Accounting, and Operations teams, the Coordinator supports banquet and catering functions, maintains accurate event documentation, assists with financial reconciliation, and helps deliver exceptional guest service. This role requires strong organizational skills, attention to detail, and a proactive approach to problem-solving in a fast-paced hospitality environment.

Requirements

Minimum of two years of experience in hospitality operations, food and beverage, conference services, catering, event coordination, or a related field preferred.
Previous hotel experience in operations, conferences, or events preferred.
Strong organizational, administrative, and multitasking abilities with the capacity to manage competing priorities in a fast-paced environment.
Excellent written and verbal communication skills.
Exceptional attention to detail and commitment to accuracy.
Proficiency with Microsoft Office Suite and hospitality systems such as Opera, Delphi, Envision, or similar platforms.
Understanding of banquets, catering, and food and beverage operations preferred.
Basic financial acumen with the ability to review invoices, billing documentation, and event financials.
Ability to work a flexible schedule including evenings, weekends, and holidays based on business demands.
Demonstrated ability to work independently while contributing effectively within a team environment.
Ability to stand and walk throughout the hotel for extended periods.
Ability to lift, carry, push, and pull items weighing up to 50 pounds.
Ability to move frequently between meeting spaces, banquet venues, and operational areas of the hotel.
Ability to work in both office and event environments.

Responsibilities

Serve as the primary day-to-day liaison between CAMO and hotel F&B operations for all catering-related needs.
Maintain and update Envision menus to ensure all menu content, pricing, and package details are current and accurately reflected across systems.
Coordinate catering menu and pricing updates in collaboration with F&B leadership, ensuring changes are communicated to the appropriate teams.
Ensure all catering requirements are clearly documented in BEOs and communicated to operational teams well in advance of each event.
Proactively identify and present upsell opportunities for catering enhancements, bar packages, specialty menus, and upgraded service tiers to maximize event revenue.
Serve as the primary operational contact for clients and meeting planners following contract execution.
Conduct planning meetings and pre-event discussions to confirm event specifications, timelines, room setups, catering requirements, audiovisual needs, and special requests.
Create, distribute, and maintain accurate Banquet Event Orders (BEOs), group resumes, and related event documentation.
Coordinate meeting space utilization and scheduling to maximize efficiency and accommodate operational needs.
Facilitate communication between departments to ensure successful event execution.
Participate in and lead BEO and operations meetings to review upcoming events and establish clear departmental expectations.
Remain accessible during key event periods to provide operational support and ensure seamless execution.
Maintain accurate event records and ensure all systems reflect current and complete information.
Review post-event charges against BEOs and group resumes, identifying and flagging discrepancies for resolution in coordination with the accounting team.
Assist with the preparation, review, and distribution of event invoices, folios, and final billing documentation.
Coordinate rooming lists, reservation requests, and group billing arrangements with Front Office and Accounting teams.
Partner with Accounting to resolve billing discrepancies, outstanding balances, and client inquiries.
Maintain organized administrative records related to events, client communications, contracts, and financial documentation.
Support the preparation of proposals, agreements, reports, and operational summaries as requested by hotel leadership.
Support the transition of group and event business from the Sales team into the operational planning process.
Partner with the Director of Sales and General Manager to stay aligned on upcoming group business, revenue goals, and any rate or package changes affecting event delivery.
Assist in maintaining strong relationships with clients, meeting planners, and repeat business partners.
Gather and communicate post-event feedback to support continuous improvement and client retention efforts.
Contribute to revenue growth through exceptional service, operational excellence, and identification of opportunities to enhance the guest experience.
Deliver exceptional internal and external customer service consistent with Hyatt Centric and Peachtree Group standards.
Foster positive working relationships across departments to support collaboration and operational success.
Demonstrate flexibility and responsiveness when managing changing priorities and last-minute requests.
Maintain compliance with all company policies, brand standards, safety requirements, and operational procedures.
Support hotel-wide initiatives and special projects as assigned.
Serve as a positive ambassador for Hyatt Centric Portland and Peachtree Group.
Support social media content creation and posting in alignment with brand standards and property priorities.
Monitor and respond to online reviews across key platforms, representing the property professionally and in a guest-centric manner.
Assist with maintaining current marketing collateral and coordinating property photography or promotional efforts as needed.