Convention Services Coordinator

Odessa Marriott Hotel and Conference Center•Odessa, TX

16h

About The Position

The Convention Service Coordinator assists the Director of Sales & Marketing, Convention Services Managers, Catering Managers and Sales Managers, in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling duties to small groups and functions.

Requirements

College course work in related field helpful.
Experience in a hotel or a related field preferred.
High School diploma or equivalent required.
Must be able to convey information and ideas clearly.
Must be able to evaluate and select among alternative courses of action quickly and accurately.
Must work well in stressful, high -pressure situations.
Must maintain composure and objectivity under pressure.
Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary.
Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust or modify to meet the constraints of the particular need.
Must be effective at listening to, understanding, clarifying and resolving the concerns and issues raised by coworkers and guests.
Must be able to work with and understand financial information and data, and basic arithmetic functions.

Nice To Haves

Experience in a hotel or a related field preferred.
College course work in related field helpful.

Responsibilities

Approach all encounters with guests and Associates in an attentive, friendly, courteous, and service- oriented manner.
Maintain regular attendance in compliance with the Odessa Marriott Hotel & Conference Center standards, as required by scheduling which will vary according to the needs of the hotel. Possible weekends and Holidays based on business demands.
Maintain high standards of personal appearance and grooming, which include compliance with the Odessa Marriott Hotel & Conference Center dress code and wearing name tag when working (per brand standards).
Always comply with Odessa Marriott Hotel & Conference Center standards and regulations to encourage safe and efficient hotel operations.
Maintain Sales files in an organized fashion and as per specified standards.
and ensuring all inquiries are dealt with accurately, timely and in a professional manner.
Type sales contracts, BEO’s, correspondence, reports, forms, direct mail pieces, etc., as needed by sales team.
Assists Group Housing Coordinator with room block details.
Respond to meeting/catering inquiries.
Distribute and collect weekly group Resumes.
Maintain file system to ensure office is organized and efficient.
Maintain CI/TY. ensuring consistent, accurate and working properly.
Assist managers on creative projects including proposals, invitations, special events, etc.
Maintain timely and effective paper flow and communication within department and to other departments.
Work with Convention Services Manager/Catering Manager, Sales Managers, detailing upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
Distribute BEO’s, Changes, Rooming Lists, Signed Contracts, Revisions, etc. to appropriate departments as it relates to meeting and groups.
Assist guests and clients with small changes, requests, etc., and completes needed paperwork for Managers.
Site inspections for the department as needed.
Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
Call clients for guaranteed numbers for functions 72 hours prior, creates/closes house accounts and complete AV order.
Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
Other items as they relate to the Sales and Marketing and Convention Services, as well as any other items as needed by entire management staff.
Be familiar with all Odessa Marriott Hotel & Conference Center sales policies and house rules.
Ensure Associates are always, attentive, friendly, helpful, and courteous to all guests, managers, and fellow Associates.
Assist the sales team with any other duties as required.