Convention Services Coordinator
About The Position
The Convention Services Coordinator is responsible for supporting the successful execution of group room blocks for small to mid-size rooms-only groups. This role focuses on managing rooming lists, coordinating with reservations, monitoring group pickup, and ensuring timely communication with clients and internal teams. The position emphasizes organization, communication, and attention to contractual deadlines while maintaining accurate records and reporting, pre- and post-stay. Market segmentation includes, but is not limited to, meetings, conventions, entertainment groups, and sports teams. Ideal candidate must have strong communication skills, independent problem-solving ability, intermediate Outlook/Word proficiency, and Monday-Friday availability (some occasional weekend availability where business demands). Ideal candidate has previous Sales experience or Group Management experience, preferably in hospitality. Preferred but not required: Delphi, OnQ, and/or PEP exposure. REPORTS TO: Director of Catering and Conventions DOCC Designates which files the position obtains upon booking IDEAL MARKET: “Rooms Only” groups, 50 nights per night and less Routing: All methods Both IPO / POG and Rooming List Space: Team Rooms / Comp Space/ No F&B with the Exception of BIR.
Requirements
- Strong communication skills
- Independent problem-solving ability
- Intermediate Outlook/Word proficiency
- Monday-Friday availability (some occasional weekend availability where business demands)
Nice To Haves
- Previous Sales experience or Group Management experience, preferably in hospitality
- Delphi, OnQ, and/or PEP exposure
- At Least (1) Year in Group Management (preferably housing)
- Delphi Exposure / Experience
- Desire to Grow Sales Career
Responsibilities
- Obtain Rooming Lists by Contractual Deadlines
- Send All Updates Needed to Reservations and confirm with the client “Complete”
- Send Final RL Prior to Arrival
- Create Resumes for Groups
- Attend Staff Meeting to Review
- Manage Group Block Inventory
- Group Pickup Call with Revenue Manager
- Alert Clients for Pre-Authorization 72 hours prior
- Send final Folios to Clients
- Submit Hilton Honors Points if Contractually Assigned
- Complete post-conference reports of events for senior management and complete other reports as needed or requested.
- Comps and Rebates
- Visit Charlotte Group Pickup Portal
- High Proficiency in Microsoft Software: OUTLOOK Microsoft Word PowerPoint Excel ( Beginner Proficiency accepted)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
