Convention Services Coordinator

Omni Hotels & Resorts•Louisville, KY

1d•Onsite

About The Position

Reflecting the past, present and future of our vibrant Kentucky town and inspired by the city’s rich history and authentic character, the Omni Louisville transforms one of the city’s most significant urban blocks into a unique and vibrant mixed-use environment offering hotel guests, residents and locals a chance to connect and enjoy the best of a great city. The hotel is a prominent landmark against the Louisville skyline, glistening during the day and glowing at night, with the iconic glassy ends of the 612 room hotel. The hotel pool and rooftop bar, designed for seamless indoor and outdoor integration, allows guests to rest, relax and socialize with downtown Louisville as the backdrop. The essence of Louisville is woven throughout, with interior design that blends elements of the city’s heritage, culture, and character—felt everywhere from the hotel restaurants to a featured bourbon bar, and even the hotel’s speakeasy and bowling alley. Guests can enjoy a vibrant Falls City Market, a 20,000-square-foot urban food hall and grocer directly connected to the hotel lobby. Located at street level, this dynamic space transforms Liberty Street into a lively pedestrian destination. Featuring a diverse selection of food and dessert options—including craft beer, fresh bakery items, and local favorites—the market serves as a welcoming hub for both hotel guests and the local community. If you are a friendly, motivated person, with a passion to serve others, the Omni Louisville Hotel may be your perfect match. Convention Services Coordinator Overview To handle all administrative duties as required by the Catering & Conference Services Department.

Requirements

Previous catering, convention services, or sales support experience preferred in a large convention hotel. Other relevant event, meeting planning, or hotel operations experience will be considered.
High school education required, college degree preferred.
Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone
Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience strongly preferred.
Ability to work cohesively with co-workers both within and outside of your department
Ability to think clearly, quickly and make concise decisions
Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment. Ability to prioritize and organize workload to ensure deadlines are met.
Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
Customer service oriented with a desire to create memorable guest experiences.
Ability to use various office equipment, including but not limited to, calculators, photocopiers and facsimile machines.
Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.
Must be able to work a flexible schedule primarily daytime hours, Monday-Friday, with the flexibility to work weekends if needed.

Responsibilities

Answers incoming telephone calls from all Catering/Conference Services lines.
Responds to telephone inquiries by determining client's needs and specifications for referral to Catering Sales Managers.
Processes all incoming correspondence.
Types all outgoing correspondence.
Maintains inventory of office supplies.
Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off).
Gathers and organizes all materials for weekly/monthly reports as directed.
Sells Food & Beverage to small convention groups and one-shot groups.
Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log, the Guarantee Sheet and the Daily Report.
Arranges appointments for Conference Services Manager, Assistant Director of Catering & Conference Services and/or Director of Catering & Conference Services.
Assists Conference Services Manager with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets and Thank You Letters.
Establishes rapport with assigned Catering and/or Conference Services Manager(s) client(s) and functions as his/her liaison.
Creates Resume Shells to assist the assigned Conference Services Manager.
Creates Corporate Events Memo to assist the assigned Catering Sales Manager.
Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
Assists with creating Banquet Event Orders (BEO’s). Assists with making changes to BEO’s.
Coordinates Pre-Conference Meeting and Post-Conference Meeting Outlook invites.
Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc)
Special projects as assigned by assigned Catering and/or Conference Services Manager.
Receptionist duties as assigned.